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EPB Employees Credit Union
PERSONNEL POLICY
- PHILOSOPHY
The EPB Employees Credit Union considers its personnel to
include two groups: "management" (Manager/CEO, assistant manager,
and other positions designated as such in the future) and "staff."
It is to be clearly understood that all personnel are employees at will, and
no set term of employment is promised for any person.
- NON-DESCRIMINATION
All policies shall prohibit discrimination in recruiting,
hiring, assignment, promotion, wages, transfer, training, vacation, fringe
benefits, and other terms and conditions of employment on the basis of sex,
class, age, race, color, religion, handicap, martial status, ancestry,
national origin, economic status, physical appearance, student status,
sexual orientation or political belief in accordance with the law.
- PERSONNEL COMMITTEE
The President, the Manager, and one other Board member
(as appointed by the President) shall normally be the Personnel Committee
for the Credit Union. The President may appoint additional members. The
committee shall be responsible for the administration and integration of
personnel policies and procedures.
- EMPLOYMENT
The Personnel Committee is responsible for hiring
and terminating staff in accordance with policies of the Board of Directors
and within budgetary guidelines. No other person is authorized to make
statements or decisions concerning the hiring, terminating, promoting or
demoting of staff. The Board of Directors is responsible for hiring
and terminating the Manager. The Manager is responsible for the day-to-day
supervision of all personnel. An inquiry shall be made regarding health conditions
of a prospective employee, which might affect ability to perform the job.
A physical examination may be required at the Credit Union's expense. No relative of a Board member, committee member, staff,
or management of the Credit Union, or an active employee of the Electric
Power Board may be employed by the Credit Union without Board approval.
The term "relative" shall include parent, child, spouse, or sibling.
- PROBATION
Both management and staff are to be employed for a
six-month probationary period. Such probationary period shall apply to
new employment and to promotion or transfer within the Credit Union.
However, this probationary period shall not change the fact that all
persons are employees at will and can be terminated or demoted at any
time with or without cause. Upon successful completion of the probationary
period, an employee may receive a step increase in pay. An employee who has not adequately demonstrated
ability to carry out a position by the end of the probationary period
will be terminated. An employee who moves from one Credit Union
position to another, and who fails to complete the probationary period
in a satisfactory manner, shall normally not be reinstated to his or her
original position or a comparable position unless a vacancy exists and
he/she qualifies.
- WAGE AND SALARY ADMINISTRATION
The Manager's salary will be recommended to the Board
by the Personnel Committee. The Manager's salary will be reviewed annually by
the Board of Directors (the Manager may be excused from the Board meeting
at the time his/her salary is considered.) * The Manager will maintain job descriptions for
each employment position. These descriptions are a part of this policy. The Manager shall recommend salaries to the Personnel
Committee for personnel annually, in November or December, for adjustment
beginning January 1st of each year. The recommendation shall include budget
considerations and staff evaluations. In the event of a job change, promotion to a vacant
position, or newly created position, an employee's salary will be reviewed
to establish a salary. Part-time employment shall not be paid below minimum
wage. Fringe benefits (including without limitations) vacation, personal
leave and insurance benefits, shall not be provided to part-time employees.
For purposes of these personnel policies part-time employees are those employees
who are designated as such by the Manager. The mere passage of time or working
of more than 40 hours in a workweek will not automatically change the employee
status. Time off with pay for required service (not normally to
exceed two weeks) in the National Guard, Regular Reserves, or for jury
duty shall be provided with no charge against vacation time. Full time
employees who regularly work only thirty-two (32) hours weekly will be
paid for only those days off which fall on one of their regularly scheduled
workdays. Payment of the payroll shall usually be made every
two weeks on Friday. The payment period shall usually conform to the
Electric Power Board payment period. Overtime is work in excess of forty hours per week.
All overtime work must be authorized in advance by the Manager. The Manager
may authorize compensatory time for overtime work in lieu of payment at time
and one-half if allowed by applicable law. Compensatory time resulting from staff working in
excess of eight hours per day may be taken at the discretion of the Manager
if allowed by law. Overtime and compensatory time shall be discouraged
by the Credit Union. Staff employees who are not carrying their share of
the workload and who, to the detriment of other employees, continually
cannot complete their normal work in a forty-hour week shall be considered
for replacement. Employee suggestions for cost-saving ideas, new services
or other improvements may be recognized with an appropriate written notice in
their personnel folder. The Board may consider monetary awards. Employees who are unable to report for work because of
snow or other adverse weather conditions will be required to take one day of
vacation time for each day missed or to take each day missed off without pay
at the employee's discretion.
- VACATION
A full time employee is considered to be anyone working
at least thirty-two (32) hours weekly. An employee who regularly works
thirty-two (32) hours per week will be eligible for only 80% of the regular
vacation time. Employees who regularly work forty (40) hours per week will
receive 100% of the stated vacation time. After completion of one year of continuous service,
a full-time employee will be entitled to ten (10) days vacation. Provided,
after six (6) months continuous service, a full-time employee may take up
to five (5) days vacation as an advance against the first year's vacation.
At the discretion of management, this rule may be waived in hardship cases.
- Full-time employees will be allowed vacations as follows:
- In the second (2nd) anniversary year,
and continuing through the fifth (5th) year of continuous
service - 10 days
- In the sixth (6th) anniversary year,
and continuing through the fourteenth (14th) year of continuous
service - 15 days
- In the fifteenth (15th) anniversary year,
and continuing thorough subsequent years of continuous
service - 20 days
The anniversary year of continuous employment, for
vacation purposes only, shall be considered to be any date in the calendar
year in which the anniversary of continuous employment occurs. Employees who terminate during a probationary period forfeit
any vacation earnings. It is expected that vacation time be used each year and
cannot normally be accumulated without specific approval of management for the
staff and by the Board of Directors for management. Any unused vacation days must
be used within the first three (3) months of the new year. Vacations are not to be scheduled during peak periods. The vacation schedule for the year is to be established
by the Manager. In the event of conflicts between two or more employees, the
employee submitting the initial vacation request will be given priority except
when submitting at the same time, in which case seniority will prevail. Five consecutive business days must be spent away from
the Credit Union by all employees each anniversary year. Business trips or
other time off can be combined with vacation, if desired, as long as a minimum
of five consecutive business days are taken. All employees shall submit their vacation schedules to
management prior to April 15 of each year, unless the manager states otherwise.
Normally, the original schedule will govern unless there is agreement on change
by the individuals involved and management. Management reserves the absolute
right to change vacation schedules if such change is, in the opinion of the
Manager, in the best interest of the Credit Union. - Vacations shall be taken in increments of no less than one-half day.
Upon termination of employment, earnings will be paid
through the last day worked plus a lump sum for earned but unused vacation
days. Current employees may receive pay for unused
vacation time provided that:
During the calendar year, the employee takes at least
one week of vacation time which has been earned for that calendar year; Pay for unused vacation will not exceed 1 week
(5 days pay) for a 2-week vacation employee, 2 weeks (10 days pay) for a
3-week vacation employee, 3 weeks (15 days pay) for a 4-week vacation
employee, etc.; A request for pay must be made before the last
payday in December to receive payment on the last payday.
- ** PERSONAL LEAVE
Leave Rate and Eligibility: All full-time
employees who regularly work thirty-two (32) hours weekly, will be allowed
to accumulate personal leave at the rate of one day (eight hours) for each
completed calendar month of employment. Personal leave may
be used for the employee's injury or illness; the death, serious illness or
injury of a member of the employee's immediate family (parents, children,
siblings, and any other person residing with the employee); medical
appointments which cannot be scheduled during the employee's off-duty hours;
or other emergency or serious event which in the opinion of the Manager
justifies the employee's absence from work. Accumulated Leave Pay Out: A payment for
unused personal leave at 25% of total accumulated hours times the employee's
current rate of pay will be made at the time of death or normal (age 65)
retirement. If employment is terminated for any reason (other than death)
prior to age 65, accumulated personal leave is forfeited. Personal Leave "Sell Back" Pay: Personal leave
accumulated for previous years cannot be sold back to the Credit Union. Personal
leave, earned starting December 2003 and in each successive year, can be sold
back to the Credit Union during the month of December (actual date at Management's
discretion). No more than twelve days (96 hours) can be sold back each year.
Personal Leave "Sell Back" Pay is calculated each December by taking 96 hours
and subtracting personal leave hours taken from December 1 of the previous year
through November 30 of the current year, then multiplying those remaining
Personal Leave hours by the employee's hourly rate of pay. Normal payroll rules
apply (i.e. taxes must be withheld). Personal Leave not sold back in December will
be added to previously accumulated leave (if any) and no longer eligible for
selling back. Payment of Personal Leave: Unexcused absences
and personal leave in excess of the amount accumulated shall be without pay.
The Credit Union Manager may, at his/her discretion, require an employee to
present a doctor's statement to aid in determining whether or not an absence
is excused. Non-Payment of Earned Personal Leave: In case
of termination of employment, except for
death or retirement, final compensation will not include payment for any
accumulated but unused personal leave. Upon notice of termination of
employment, except for retirement, the terminating employee shall not
be compensated for personal leave following the date notice of termination
is given.
- HOLIDAYS
The Credit Union will follow the schedule of holidays
provided to the employees of the Electric Power Board (EPB). Also, see
OPERATIONS POLICY, Paragraph I.C. At the discretion of the EPB Employees
Credit Union Board, the day after Thanksgiving may be taken as an additional
day off without pay when that Friday does not fall on a payday.
Full time employees who regularly work only thirty-two
(32) hours weekly will be paid for only those holidays which fall on one
of their regularly scheduled work days.
- * PERSONAL HOLIDAYS
Credit Union employees are eligible for three (3) Personal
Holidays each calendar year. However, new employees are not entitled to a
personal holiday within their first six months of employment; and only one
day within their second six months of employment. Personal holidays cannot
be carried over to another calendar year.
- RETIREMENT
A retirement plan administrated by CUNA Mutual
Insurance Company is provided to all employees who meet the eligibility
requirements of the plan. A summary plan description describing the
benefits and other key provisions of the plan is provided to each
participant in the plan. The Board of Directors reserves the right
to terminate the plan in accordance with the provisions of the plan
and applicable law. The retirement plan is presently called the EPB
Employees Credit Union Integrated Defined Benefit Plan and Trust.
- EMPLOYEE BENEFITS
At various times the Board may authorize the adoption
of certain insurance policies that provide benefits for employees of the
Credit Union, such as group salary continuation insurance, group health
and hospitalization insurance, and group life insurance. Summaries of
the benefits and key provisions of these insurance policies are provided
eligible employees. The Board of Directors reserves the right to terminate
these insurance benefits within the provisions of the insurance policies.
- MANAGEMENT AND STAFF DEVELOPMENT
The policy of the Board is to provide
opportunities for the board, committees, management, and staff
to attend meetings, conferences, seminars, and other educational
sessions that provide desired training, depth of understanding in
technical areas, or ideas helpful to the development or operations
of the Credit Union. Attendance at Credit Union expense for training
and education programs or meetings requires Board approval. Attendance
at major conferences, such as schools or programs of one week or more
in duration, also requires Board approval. Attendance at Credit Union
expense for all other programs, meetings or conferences requires approval
of the Manager for staff and approval of the Board for management. The Manager and all committee members are
encouraged to attend Board meetings. The Board, Manager and all
committee members may attend Chattanooga Chapter meetings at Credit
Union expense. The Manager is authorized to attend the
Tennessee Credit Union League annual convention at Credit Union
expense. The Credit Union will also reimburse for the attendance
of the Manager's spouse. The Manager will notify the President or
Treasurer prior to attending conventions, seminars or conferences. Based on the need to develop knowledgeable personnel,
the Credit Union will, upon prior Board approval, reimburse an employee for
the cost of tuition, books, or fees for courses of instruction directly
related to Credit Union operations (accounting, data processing, etc.)
taken at schools or universities. Reimbursement will be made after
successful completion of the course with a grade of C or above. Upon prior Board approval, reimbursement to employees
of the cost of the Certified Credit Union Executive designation program
(CCUE) shall be made after completion of each course. Employees receiving training and attending
educational conferences are expected to report back to the Manager
the highlights, benefits received, expenses incurred, and to recommend
whether future participation in similar events are desirable. If the
Manager receives training or attends conferences, he/she shall also
report the same information to the Board at its next meeting.
- PERSONNEL RECORDS
A personnel file shall be maintained and kept on
each employee by the Manager of the Credit Union. Such files are the
property of the Credit Union. A terminated employee shall have no
right to review his/her file. The personnel files may contain employee records
relating to performance evaluations, promotions, grievances, disciplinary
actions and record of training offered to or completed by the employee. Accurate employee records of vacation time,
personal leave, overtime work and compensatory time will be kept and
reviewed annually by the Manager. The Personnel Committee may review
records.
- GRIEVANCE PROCEDURE
In an effort to resolve personnel problems
at the lowest level, the following grievance procedures shall apply
to all employees.
Notice of the personnel problem, charge, or
allegation is directed by the employee in written form to his/her
immediate supervisor or the Manager. The immediate supervisor or Manager shall
meet with and deliver a written response to the employee within
three working days. If the employee is dissatisfied with the
response he/she may deliver a written appeal to the Manager or
Personnel Committee. The appeal must be delivered within five
working days after the employee receives the written response
referred to in 1. above. The employee may furnish documentation
in support of the grievance and appear before the Committee.
Within fourteen days after the employee files for appeal, the
Personnel Committee shall render a decision with copies to the
immediate supervisor and/or Manager. This shall be the final
disposition of the grievance. No employee shall be penalized for using the grievance
procedures. The grievance procedures shall not be
available to an employee whose employment has been terminated,
with or without cause, pursuant to Paragraph XV of these personnel
policies.
- DISCHARGE OR DISCIPLINE
All employees of the Credit Union are
considered employees at will, which means that their employment
may be terminated, with or without cause, at any time by the Personnel
Committee of the Credit Union. As a matter of policy, employees are
not generally subject to termination except for cause, but the Personnel
Committee retains the absolute and sole discretion to terminate the
employment of any employee with or without cause. Cause for termination or other disciplinary
action includes, but is not necessarily limited to, the following
grounds:
- Failure to report absence prior to the start of a workday.
- Failure to obtain doctor's written release when requested by
Manager.
- Failure to observe health, safety, and security regulations as
prescribed by OSHA.
- Unexcused absence.
- Unexcused tardiness.
- Absence from work station without just cause or permission.
- Use of indecent or profane language.
- Personal work done on Credit Union time.
- Smoking in designated and posted "No Smoking" areas during work
hours.
- Posting, removing or tampering with bulletin board notices and
information without authorization.
- Failing to carry out (disregarding) board policy or management
directions.
Checking into confidential management records
such as payroll, preliminary budget, computer data files, any personnel
records, etc. Insubordination or willful disobedience in carrying
out reasonable requests, instructions or assignments from the Manager that
are job related. - Showing discourtesy or rudeness to members or other employees.
Causing damage to, destruction, or misuse of
Credit Union property or other employee's property. - Unauthorized use of Credit Union materials.
- Distributing literature unrelated to Credit Union work in work
areas.
- Refusing to accept job assignments.
Making discrediting statements about the
Credit Union, its services or personnel whether on or off the
Credit Union premises. Exhibiting behavior that would endanger
other employees, disrupt operations, damage the Credit Union
property or prevent the efficient performance of the employee's
job. Failure to follow the chain of command.
No employee shall contact the Manager or Board or other committee
members without first discussing the problem with their immediate
supervisor (if available) or the Manager. - Embezzlement.
- Misappropriation of funds.
- Stealing from the Credit Union or other employees.
Violation of Credit Union by-laws, Board
policies or designated procedures that may result in a financial
loss to the Credit Union. - Falsifying records.
Reporting to work or working under the
influence of intoxicating beverages, narcotics (except prescribed
medication from a Doctor), etc., or having possession of same on
Credit Union premises. Revealing confidential information about a
member account or other Credit Union information. Making false claims or statements against or
about the Credit Union or their employees. Intentional mis-statement or material omission
in employment application forms or other Credit Union records. Performing any transactions on any account
belonging to the employee, any employee's family member (same relations
as noted in the field of membership), any accounts of members residing
in the same household, or any account that the employee is a signatory
party. * Check kiting and/or assisting others in the kiting
of checks.
- INCENTIVE PLAN/SUGGESTION SYSTEM
A work improvement, suggestion system plan is
approved. Management will normally be excluded from any financial
recognition. - Regular rewards may include gift certificates or cash awards.
Factors to be considered in calculating awards are
the extent of the problem and the solution, originality, initiative, and
the effort involved. The Personnel Committee shall be responsible for
determining the form and amount of all rewards under this plan. Rewards will be given only for tangible suggestions.
Tangible suggestions are ideas whose benefits can actually be measured in
"before and after" costs using labor, materials, and other records for
supporting data. - All suggestions must be in writing.
- STAFF AND OFFICE HOURS
Full time staff shall work for at least eight
hours each day, from 8:00 a.m. to 5:00 p.m., five (5) days per week
to receive 100% of employee benefits or at least eight hours each day,
from 8:00 a.m. to 5:00 p.m., four (4) days per week to receive 80% of
employee benefits. Lunch period will regularly be sixty minutes.
There may be a ten-minute break scheduled in the middle of the morning
and afternoon. These schedules will be established by the Manager. Lunch periods shall be taken by staff employees
between the hours of 11:00 a.m. and 2:00 p.m. Office hours of the EPB Employees Credit Union
will be 8:00 a.m. to 4:30 p.m. for each business day, or such other hours
as the Board of Directors may establish.
- DISABILITY LEAVE
The Credit Union maintains a group salary
continuation plan that provides certain benefits to eligible employees
upon their disability as defined in the plan.
Proof of disability, including a physician's
statement, may be required. Prior to returning to work from a
disability, a medical release from the returning employee's physician
may be required. During a disability leave, employees have no
loss of seniority or vacation, except that they shall not accumulate
additional seniority or vacation credit during the disability leave. In the case of an employee on disability leave,
the Credit Union shall continue to provide insurance benefits that
were provided prior to the disability for a period equal to the
employee's accumulated but unused personal leave. In no event
shall this period be less than one month. The portion of the
group health and hospitalization insurance premiums paid by the
Credit Union shall continue to be paid by the Credit Union for
six (6) months. After these periods, employees wishing to continue
various insurance coverages will be required to pay the entire premium. - No disability leave will be granted for a period of more than
six (6) months.
- NOTICE OF TERMINATION
For employees who voluntarily terminate their
employment a minimum of two weeks notice in writing is required
unless waived by the Manager or Personnel Committee. Such notice
shall include the reason(s) for leaving.
- PERFORMANCE APPRAISAL
* Beginning in 1998, the Manager shall
conduct a written performance evaluation of each employee and
discuss the evaluation with the employee privately. The intent
of the evaluation is to assist the employee in better understanding
what is expected of him/her and how he/she is measuring up to those
expectations. The Manager shall encourage free discussion and
genuine two-way communication so that the employee feels free to
express his/her point of view. The Manager shall plainly and
objectively set forth both the good and bad points of the job
performance. After discussion, there shall be a clear
understanding and agreement regarding performance and how any
indicated improvements can be achieved. Specific improvement
goals may be established and may include training needs to enhance
the development of the employee. * Performance evaluations may be conducted
as often as the Manager deems necessary, but no less frequently
than once per year - usually in November. - * Personnel Committee.
- A member of the Personnel Committee (other
than the manager) shall conduct and document a similar evaluation
of the Manager's performance.
- The Personnel Committee will review the
results of all written appraisals.
- The Personnel Committee will adopt an
appropriate written performance appraisal form.
- GIFTS AND GRATUTIES
It shall be the responsibility of each employee
to remain free from indebtedness or favors which would tend to
create a conflict of interest between personal and official interest,
or might reasonably be interpreted as affecting the impartiality of
the employee. If any employee shall knowingly accept any gift or
gratuity that is construed by the Credit Union Manager or the Board
to have created undue influence or resulted in special consideration
benefiting the giver, that employee shall be dismissed.
- ANNIVERSARY AWARDS
Anniversary recognition awards may be awarded
to full-time and part-time employees at the Credit Union's annual
meeting. The Personnel Committee shall determine the awards.
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