HomeMy Public PortalAboutNon-Bargaining Employee Handbook (04-10-22)
CITY OF LEBANON, NEW HAMPSHIRE
NON-BARGAINING EMPLOYEE HANDBOOK
EFFECTIVE : JANUARY 1, 2022
LAST REVISED: APRIL 1O, 2022
WELCOME TO THE CITY OF LEBANON, NEW HAMPSHIRE
Starting a new job is exciting, but at times can be overwhelming. This handbook
has been developed to help you get acquainted with our policies and benefits and
will hopefully answer many of your initial questions. It is not intended to be
comprehensive or to address all the possible applications of, or exceptions to, the
general policies and procedures described herein. For that reason, if you have any
questions concerning eligibility for a particular benefit, or the applicability of a
policy or practice to you in your capacity as an employee, you may address your
questions to your supervisor, department head, or the Human Resources office.
As an employee of the City of Lebanon the importance of your contribution
cannot be overstated. Working together, our goal is to provide the public with the
finest and most efficient service possible. You are an integral part of this goal.
On behalf of the City Council and the people of Lebanon, I am glad you have
joined us, and I hope you will find your work to be both challenging and
rewarding.
Sincerely,
Shaun Mulholland
City Manager
Contents
ARTICLE I - PURPOSE & POLICIES ........................................................................................................... 1
1.1. TITLE ............................................................................................................................................. 1
1.2. PURPOSE. ...................................................................................................................................... 1
1.3. APPLICABILITY ............................................................................................................................ 1
1.4. POLICY ........................................................................................................................................... 1
ARTICLE II - RESPONSIBILITY FOR ADMINISTRATION ...................................................................... 2
2.1 CITY MANAGER ........................................................................................................................... 2
2.2 DEPARTMENT HEADS ................................................................................................................ 2
2.3 EMPLOYEES ................................................................................................................................. 3
2.4 GRIEVANCE BOARD.................................................................................................................... 3
2.5 PERSONNEL ACTION FORMS .................................................................................................... 3
ARTICLE III - POSITIONS & APPOINTMENT .......................................................................................... 3
3.1 REGULAR APPOINTMENT. ........................................................................................................ 3
3.2 TEMPORARY APPOINTMENT .................................................................................................... 3
3.3 REGULAR FULL-TIME POSITION ............................................................................................. 3
3.4 REGULAR PART-TIME POSITION ............................................................................................. 3
3.5 PART-TIME TO FULL TIME ........................................................................................................ 4
ARTICLE IV - SALARY PLAN ..................................................................................................................... 4
4.1 ORDINANCE 18 ............................................................................................................................ 4
4.2 CLASSIFICATION SYSTEM ......................................................................................................... 4
4.3 PAY POLICY .................................................................................................................................. 4
4.4 RATE INCREASES WITHIN PAY GRADE ................................................................................... 4
4.5 PAY ADMINISTRATION. ............................................................................................................. 4
4.5.1 STARTING RATES ................................................................................................................ 4
4.5.2 PROBATIONARY PERIOD OF EMPLOYMENT ................................................................... 5
4.5.3 MERIT INCREASES .............................................................................................................. 5
4.5.4 PROMOTIONAL INCREASE ................................................................................................. 5
4.5.5 RECLASSIFICATION ............................................................................................................ 5
4.6 GENERAL WAGE INCREASES (GWI). ........................................................................................ 5
4.7 LONGEVITY .................................................................................................................................. 5
4.8 EARLY DISMISSAL PAY .............................................................................................................. 6
4.9 EMPLOYEE INCENTIVE PAY ...................................................................................................... 6
ARTICLE V - RECRUITMENT AND SELECTION ...................................................................................... 6
5.1 RECRUITMENT AND SELECTION POLICIES ........................................................................... 6
5.1.1 RECRUITMENT ........................................................................................................................ 6
5.1.2 SELECTION AND APPOINTMENT ...................................................................................... 6
5.2 NEPOTISM.................................................................................................................................... 6
5.3 FRATERNIZATION .......................................................................................................................7
5.4 PHYSICAL EXAMINATIONS ........................................................................................................7
5.5 DRIVER'S LICENSE ......................................................................................................................7
ARTICLE VI - CONDITIONS OF EMPLOYMENT .......................................................................................7
6.1 CONDUCT OF EMPLOYEES. ........................................................................................................7
6.1.1 GIFTS AND GRATUITIES..........................................................................................................7
6.1.2 OUTSIDE EMPLOYMENT .........................................................................................................7
6.1.3 POLITICAL ACTIVITY. ..............................................................................................................7
6.2 PERFORMANCE EVALUATION .................................................................................................. 8
6.3 PROBATIONARY PERIOD OF EMPLOYMENT .......................................................................... 8
6.3.1 OBJECTIVE ........................................................................................................................... 8
6.3.2 DURATION ............................................................................................................................ 8
6.3.3 EXPIRATION ......................................................................................................................... 9
6.3.4 REMOVAL ............................................................................................................................. 9
6.4 PROMOTION POLICY .................................................................................................................10
6.5 DEMOTION .................................................................................................................................10
6.6 SEPARATION ..............................................................................................................................10
6.6.1 RETIREMENT ......................................................................................................................10
6.6.2 RESIGNATION .....................................................................................................................10
6.6.3 LAYOFF ................................................................................................................................10
6.6.4 DISMISSAL ........................................................................................................................... 11
6.7 DISCIPLINE ................................................................................................................................. 11
6.7.1 REASONS FOR DISCIPLINARY ACTION ........................................................................... 11
6.8 GRIEVANCE PROCEDURES. ...................................................................................................... 12
6.8.1 GRIEVANCE RIGHTS OF EMPLOYEES ................................................................................. 12
6.8.2 RIGHTS OF GRIEVANTS ..................................................................................................... 12
6.8.3 PROCEDURE ........................................................................................................................ 12
6.8.4 NON-GRIEVABLE MATTERS.............................................................................................. 13
ARTICLE VII - HOURS OF WORK AND OVERTIME ............................................................................... 13
7.1 HOURS OF WORK ....................................................................................................................... 13
7.2 PAY PERIOD/PAY DAY ............................................................................................................... 13
7.3 OVERTIME/COMPENSATORY TIME: ....................................................................................... 13
7.3.1 EMPLOYEES “EXEMPT” FROM HOURLY COMPENSATION .......................................... 13
7.3.2 NON-EXEMPT HOURLY EMPLOYEES .............................................................................. 14
7.4 CALL-IN ....................................................................................................................................... 14
7.4.1 REMOTE ACCESS CALL-IN (REGULAR FULL-TIME HOURLY EMPLOYEES) ............... 15
7.4.2 REGULAR PART-TME AIRPORT EMPLOYEES ................................................................. 15
7.5 PAYROLL DEDUCTIONS ............................................................................................................ 15
7.6 PAYCHECKS/CHECK STUBS ..................................................................................................... 15
7.7 ATTENDANCE ............................................................................................................................. 15
7.7.1 TIME KEEPING .................................................................................................................... 16
ARTICLE VIII - BENEFITS FOR EMPLOYEES ......................................................................................... 16
8.1 LEAVE OF ABSENCE WITH PAY ............................................................................................... 16
8.1.1 PAID HOLIDAYS .................................................................................................................. 16
8.1.2 VACATION LEAVE ............................................................................................................... 17
8.1.3 PROFESSIONAL LEAVE ...................................................................................................... 19
8.1.4 PERSONAL LEAVE .............................................................................................................. 19
8.1.5 BEREAVEMENT LEAVE ..................................................................................................... 22
8.1.6 SICK LEAVE ........................................................................................................................ 24
8.1.7 JURY DUTY…………………………………………………………………………..………………………………..25
8.1.8 WITNESS FEE ..................................................................................................................... 26
8.2 LEAVE OF ABSENCE WITHOUT PAY. ...................................................................................... 26
8.2.1 GENERAL ............................................................................................................................ 26
8.2.2 MILITARY LEAVE (Active Military Leave and/or Reserve Military Leave) ....................... 26
8.3 MATERNITY LEAVE .................................................................................................................. 26
8.4 PARENTING LEAVE .................................................................................................................. 27
8.5 CRIME VICTIM/COURT LEAVE ............................................................................................... 28
8.6 EMPLOYEE LIFE INSURANCE ................................................................................................. 28
8.7 INCOME PROTECTION INSURANCE ...................................................................................... 29
8.7.1 Family and Medical Leave under the FMLA (Family & Medical Leave Act) ....................... 29
8.7.2 Short Term Disability Insurance ......................................................................................... 29
8.7.3 Long Term Disability Insurance .......................................................................................... 30
8.8 HEALTH INSURANCE ................................................................................................................ 31
8.9 FLEXIBLE SPENDING ACCOUNTS (FSAs): .............................................................................. 31
8.9.1 Healthcare or Limited Purpose FSA ..................................................................................... 31
8.9.2 Dependent Care FSA ............................................................................................................. 31
8.10 WORKERS COMPENSATION ..................................................................................................... 31
8.11 RETIREMENT ............................................................................................................................ 32
8.11.1 STATE RETIREMENT SYSTEM ......................................................................................... 32
8.11.2 Employees who retire from the City .................................................................................... 32
8.11.3 PRIVATE RETIREMENT SYSTEM. .................................................................................... 32
8.12 UNIFORMS ................................................................................................................................. 32
ARTICLE IX - EMPLOYEE DEVELOPMENT ........................................................................................... 33
9.1 PURPOSE .................................................................................................................................... 33
9.2 IN-SERVICE TRAINING ............................................................................................................ 33
9.3 DETERMINATION OF PROGRAMS .......................................................................................... 33
9.4 OTHER TRAINING ..................................................................................................................... 33
9.5 RECORD OF TRAINING ............................................................................................................ 33
9.6 LICENSES ................................................................................................................................... 33
9.7 PROFESSIONAL ASSOCIATIONS ............................................................................................. 33
ARTICLE X - RESERVATION OF RIGHTS .............................................................................................. 33
DEFINITIONS/GLOSSARY………………………………………………………………………………………………………… 34
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 1
ARTICLE I - PURPOSE & POLICIES
1.1. TITLE: These policies and procedures shall be known as and hereinafter referred to as the
“City of Lebanon Non-Bargaining Employee Handbook” or “Handbook”
1.2. PURPOSE: The purpose of this handbook is to provide a written record of the personnel
policies and procedures which make up the Personnel Management System in the City of
Lebanon.
These policies and procedures for personnel administration are made:
− To promote the efficiency and economy of City government;
− To promote the morale and well-being of City employees;
− To promote equal employment opportunity for all candidates for employment by the
City and all its employees; and
− To promote the public health, safety, and general welfare of the City.
1.3. APPLICABILITY: The policies and procedures apply to all employees not covered by
negotiated collective bargaining agreements (non-bargaining) or separate employment
contracts with the City of Lebanon.
These policies serve as a guide to the administration of a personnel system in keeping with
basic merit principles. The policies are not all-inclusive and final discretion as to the
interpretation of the appropriate course of action concerning a particular personnel matter
shall be that of the City Manager.
A violation of these policies may, at the determination of the City Manager, result in
disciplinary action. Where there is a conflict between a particular personnel rule, an
approved uniformed department regulation, or City, state, or federal law, then the
regulation or law shall prevail. Where there is a conflict between a particular personnel
policy or procedure included herein and a department rule, the latter shall apply unless
otherwise stated by the City Manager.
In accordance with City Charter §419:51, Rules and Regulations, these policies and
procedures will become effective one month after their submission to the City Council and
shall remain in effect until revised in the same manner.
1.4. POLICY: Personnel policies of the City are based on the following principles:
− Openly recruiting, selecting, and advancing employees based on their relative ability,
knowledge, and skills;
− Providing equitable and adequate compensation;
− Training employees as needed to assure high-quality performance and to promote
career development;
− Retaining employees based on the adequacy of their performance and separating
employees whose inadequate performance cannot be corrected;
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Last Amended: April 10, 2022
Page 2
− Assuring fair treatment of applicants and employees in all aspects of personnel
administration without regard to religion, political affiliation, race, color, national
origin, ancestry, age, gender identity, disability, sexual orientation, or any other non-
merit factor, except where such factor is an occupational requirement, and with proper
regard for their privacy and constitutional rights as citizens; discrimination against any
person based on such non-merit factors will be prohibited; and
− Assuring employees are protected against coercion for partisan political purposes and
are prohibited from using their official authority to interfere with or affect the result of
an election or nomination for office.
ARTICLE II - RESPONSIBILITY FOR ADMINISTRATION
2.1 CITY MANAGER: The City Manager will determine and impartially and equitably
administer these personnel policies and procedures and may delegate the actual operation
involved in administering these policies to such person or persons as deemed practical.
The City Manager shall have final decision-making authority and approval over all
personnel matters, except where otherwise provided in these policies and procedures. The
City Manager shall:
1. Maintain the classification and compensation plan;
2. Ascertain and record the duties and responsibilities of all positions and classify such in
the manner provided herein;
3. Prepare and recommend annually, usually during the budget process, rates of
compensation for each class of positions in the pay plan to the council;
4. Be the appointing authority as provided in Sections 29-32 of the City Charter, and
approve all personnel actions, including the recruitment, selection, retention,
discipline, promotion, separation, transfer and, training of employees;
5. Maintain records of employee performance to be used in determining whether to retain
an employee after the probation period, when making promotions, in determining pay
increases or decreases and planning of training programs for employee career
development; and
6. Review personnel policies at least annually and issue additions and revisions, as
necessity dictates.
If an employee believes the City Manager has acted illegally or immorally in their role
of City Manager, the employee shall notify the Human Resources Department of such
acts.
2.2 DEPARTMENT HEADS: Department heads, when authorized by the City Manager, may
have the responsibility to select, retain, and promote employees within their department.
Department heads are considered exempt employees for the purposes of the Fair Labor
Standards Act. They are expected to effectively supervise their employees, reporting upon
their efficiency and performance, and notifying the City Manager of changes in duties of
their employees in order that the classification plan may be maintained. Department
heads shall also recommend salary increases and where necessary, disciplinary action up
to and including termination.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 3
Department heads shall recommend to the City Manager, as necessary, desirable changes
in the personnel policies and procedures to improve the administration of the personnel
system and may propose separate department personnel policies for the Manager's
approval.
2.3 EMPLOYEES: It shall be the responsibility of all employees to acquaint themselves
thoroughly with the material in this handbook and any subsequent revisions. Employees
are also encouraged to submit suggestions for changes in personnel policies and
procedures for improvement of City personnel administration.
2.4 GRIEVANCE BOARD: In accordance with Section 53a of the City Charter, the Grievance
Board shall hear appeals of any employee aggrieved as to their status or condition of
employment and shall make recommendations to the City Manager for the settlement of
the grievance.
2.5 PERSONNEL ACTION FORMS: All changes in the status of employment of an individual
shall be put in writing on a personnel action form and be subject to approval as indicated
on the form. Copies shall be filed in the employee's personnel file and given to the
employee.
ARTICLE III - POSITIONS & APPOINTMENT
3.1 REGULAR APPOINTMENT: A regular appointment indicates an employee is to work for
the City in either a full or part-time capacity on a regular and continuing basis. A
probationary period of employment shall be served for all regular appointments.
3.2 TEMPORARY APPOINTMENT: A temporary appointment indicates an employee is to
work for a limited duration (no more than 1560 hours per year) such as for a special
project; or on assignments that require irregular, intermittent, or seasonal work. Persons
hired on a temporary basis are not required to complete a probationary period of
employment and shall not be eligible for benefits offered by the City unless granted by the
City Manager for special circumstances such as filling a longer-term assignment due to the
absence of a regular full-time employee.
3.3 REGULAR FULL-TIME POSITION: Employees appointed to a regular full-time position
working thirty-five (35) or more hours per week. Regular full-time employees are eligible
for full (non-prorated) benefits offered by the City. A minimum of 35 work hours per week
is required to be eligible for NH Retirement benefits.
3.4 REGULAR PART-TIME POSITION: Employees appointed to a regular part-time position
working less than thirty (30) hours per week. Regular part-time employees are eligible for
pro-rated holiday, sick, and vacation benefits provided they are appointed to a position
that is budgeted for twenty (20) or more hours per week.
Pro-rated sick and vacation benefits are as outlined in their respective sections below.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 4
3.5 PART-TIME TO FULL TIME: If a regular part-time employee becomes a regular full-time
employee with no break in service, the original date of hire shall be maintained for
purposes of calculating benefits related to the anniversary date (e.g., vacations). However,
such benefits will be pro-rated during the first year of full-time employment.
ARTICLE IV - SALARY PLAN
4.1 ORDINANCE 18: The position classification and salaries of all employees shall be as
stated in Ordinance 18 as amended from time to time. The annual salary plan shall be
prepared for presentation to the Council. Such presentation shall normally coincide with
the presentation of the annual budget.
4.2 CLASSIFICATION SYSTEM: Job descriptions of each position are to be prepared and
should be updated whenever circumstances warrant. These job descriptions are used in
the preparation of the classification of positions.
A class of jobs is a group of positions sufficiently similar with respect to the general nature
of duties, authority, and level of responsibilities to be treated the same for purposes of pay
and job requirements (e.g., the class of firefighters).
A classification level is a grouping of classes of positions exhibiting comparable levels of
duties and responsibilities so as to warrant the same range of compensation.
Classifications may be referred to herein as “grades” or “pay grades.”
4.3 PAY POLICY: The City recognizes the need to provide comprehensive pay to its employees
while at the same time providing the desired level of services to its citizens as inexpensively
as possible. Therefore, pay rates shall be set after consideration of pay rates for
comparable non- municipal positions in the Upper Valley and for municipal positions in
similar communities in the State of New Hampshire and, to a lesser degree, in bordering
States.
4.4 RATE INCREASES WITHIN PAY GRADE: Progression through a pay grade reflects the
progress an employee makes towards becoming proficient at their job. That is, the
minimum rate in a grade is considered a training level; each succeeding increase reflects a
new level of expertise and progress toward learning and becoming proficient at the job.
The City recognizes the value of trained employees and shall take appropriate action to
ensure training is provided for employee growth and development.
4.5 PAY ADMINISTRATION.
4.5.1 STARTING RATES: An employee shall normally be compensated at the minimum
rate of pay assigned to the class for which the position is assigned. However, subject
to the approval of the City Manager, an employee may start at a rate above the
minimum due to exceptional qualifications, or the lack of qualified applicants
available at the minimum rate.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 5
4.5.2 PROBATIONARY PERIOD OF EMPLOYMENT: To advance from the starting rate
of pay, an employee must successfully complete a six-month probationary period of
employment. Prior to the end of the six-month period, the Department Head must
certify the employee's satisfactory performance during the probationary period for
the employee to be considered for further employment and eligible for a merit
increase. The probationary period of employment applies to new as well as
promoted employees. (See also 6.3)
4.5.3 MERIT INCREASES: Merit increases are considered annually on the anniversary of
an employee's hiring date or date of promotion, whichever is applicable. Increases
shall be dependent upon a satisfactory performance evaluation completed by the
Department Head, certifying that the employee has performed at a satisfactory level
of competence during the prior year. Once an employee has reached the maximum
rate of pay within their respective pay grade, they will no longer be eligible for merit
increases.
4.5.4 PROMOTIONAL INCREASE: When an employee is promoted to a position in a
higher grade, the pay shall be increased to provide a minimum five percent (5%)
increase. After successful completion of a six-month probationary period, the
employee shall be eligible for a rate increase up to 3 percent (3%). Further
considerations for merit increases shall take place annually on the employee’s date
of promotion.
4.5.5 RECLASSIFICATION: When an employee's position is reclassified to a different
grade, the step within the grade for the employee will be set to ensure no loss in pay
if the new grade is lower, or a minimum three percent (3%) increase in pay if the
new grade is higher. There will be no probationary period of employment for a
reclassification.
4.6 GENERAL WAGE INCREASES (GWI): General Wage Increases are considered annually
as part of the City’s budget and are based solely on the level of increase (if any) in the
Consumer Price Index. GWI’s are granted only when funding is approved by the City
Council. Whenever GWI’s are granted, all employees will receive the increase
simultaneously.
4.7 LONGEVITY: No longevity payment shall be granted to any employee, subject to the
following exception:
Employee Name Longevity Payment Amount
Albert Edson $50.oo
The above-noted employee shall receive the indicated longevity payment until such time as
separated from employment with the City (e.g., resignation, retirement). Longevity
payments shall be processed in the first pay period of December of each calendar year.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 6
4.8 EARLY DISMISSAL PAY: If the City Manager dismisses an employee, or employees, from
their normal workday for any reason deemed appropriate by the City Manager, the
employee will be compensated for the full day’s work without the need to utilize their
accrued leave time.
4.9 EMPLOYEE INCENTIVE PAY: Supervisors may reward employees from time to time for
excellent employment performance over a calendar year. Employees may receive bonuses
ranging in value from 1% to 5% of annual salary for such performance.
To receive the bonus, the employee shall:
1. Attain all goals set as part of the employee evaluation system;
2. Add a measurable work improvement, method, or innovation to the operation of a
department; and
3. Save a measurable amount of money for the City either in operational improvement or
efficiency.
The City Manager reserves the right to limit the number of awards.
ARTICLE V - RECRUITMENT AND SELECTION
5.1 RECRUITMENT AND SELECTION POLICIES: To assure the City provides a high quality
of service to the public, the City will hire the best-qualified individuals available according
to the following:
5.1.1 RECRUITMENT: Recruitment efforts will be directed to all appropriate sources of
applicants in a geographical area as wide as necessary to attract an adequate
number of qualified candidates and to assure open opportunity for the public to
apply and be considered for employment with the City based on abilities and
potentials.
5.1.2 SELECTION AND APPOINTMENT: Selection and appointment to all City positions
will be based solely upon job-related requirements and the applicant's
demonstrated skills, knowledge, abilities, and other characteristics necessary for
successful job performance and career development.
5.2 NEPOTISM: The City is committed to fostering a professional work environment where all
employees are treated fairly and impartially by their supervisors. Personal relationships
can cause problems in the workplace, such as a lack of objectivity towards a subordinate’s
job performance, the perception of favoritism by other employees (whether justified or
not). To prevent any appearance or chance of unfair treatment of a relative, no two or
more members of a family (sibling, parent, child, or spouse) shall be employed by the City
in the same department in a subordinate position. This policy shall not apply to any such
cases existing or temporary employees on the effective date of these policies and
procedures.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 7
5.3 FRATERNIZATION: Fraternization is an interaction between co-workers that extends
beyond a business relationship. Romantic or sexual relationships between employees
where one individual has influence or control over the other’s conditions of employment
are inappropriate. The City prohibits fraternization amongst direct reports and/or
supervisory personnel with subordinates that includes dating, romantic involvement, and
sexual relations. These relationships, even if consensual, may lead to disciplinary action up
to and including termination.
5.4 PHYSICAL EXAMINATIONS: For positions where physical requirements constitute an
occupational qualification, applicants may be required to pass physical and/or agility
examinations before appointment to City service. The cost of such examinations shall be
borne by the City. Similarly, all employees may be required, at the City's option and at the
City's expense, to undergo a full examination to be conducted by a physician or physicians
of the City's choice.
5.5 DRIVER'S LICENSE: Applicants who are 18 years of age or older and applying for a
position that requires driving City-owned vehicles will be required to obtain a certified
copy of their driving record. Where appropriate, the applicant’s driving record may be
investigated. If after being hired, the employee loses driving privileges, notice must be
provided by the employee to the employee’s supervisor and the Human Resources
Department for follow-up.
ARTICLE VI - CONDITIONS OF EMPLOYMENT
6.1 CONDUCT OF EMPLOYEES: City employees are prohibited from engaging in any conduct
which could reasonably be expected to reflect unfavorably upon City service. City
employees must avoid any action which might result in, or create the impression of, using
public office for private gain or giving preferential treatment to any person.
6.1.1 GIFTS AND GRATUITIES: City administrative policy ADM-108, Ethics regulates
gifts and gratuities.
6.1.2 OUTSIDE EMPLOYMENT: Any employee who engages in employment outside of
regular working hours is expected to perform their regular City duties first. If
outside employment interferes with an employees’ performance of their City duties,
the outside work must cease or be modified to stop said interference.
6.1.3 POLITICAL ACTIVITY: All employees of the City shall be free and encouraged to
exercise their rights as citizens to cast their votes and, during non- working hours,
to express their opinions on all political subjects in accordance with the provisions
of RSA 98-E. Employees may not use their official authority or influence to
interfere with or affect the results of an election or nomination for office.
Employees may not directly or indirectly attempt to coerce, advise, or command
other City employees to pay, lend, or contribute to a party, committee, organization,
or person for a political purpose.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 8
6.2 PERFORMANCE EVALUATION: Each employee is required to undergo an annual
performance review. Performance evaluations are performed on the anniversary of an
employee's hiring date or date of promotion, whichever is applicable. The City recognizes
the need for a performance evaluation system to:
1. Fairly and accurately assess an employee's strengths, weaknesses, and potential for
growth.
2. Encourage and guide the employee's development of any special skills and work
interests.
3. Assure the granting of rate increases and consideration for more responsible work
based on merit.
4. Provide a method of improving operational programs through employee input.
5. Identify training needs.
Performance will be tied to goals and objectives set during the employee’s previous
performance evaluation. Employee incentive pay as defined in Section 4.9 above may be
awarded for superior performance.
6.3 PROBATIONARY PERIOD OF EMPLOYMENT
6.3.1 OBJECTIVE: The probationary period of employment is considered a testing and
training period. It is a time when Supervisors and Department Heads closely
observe work and conduct to secure the most effective adjustment of a new
employee to the position, and for rejecting any employee whose performance does
not meet the required work standards.
6.3.2 DURATION: Every person appointed to a regular full or part-time position or
promoted to a new regular full or part-time position shall be required to
successfully complete a probationary period of employment which shall be of
sufficient length to enable the Department Head to observe the employee's ability
to perform the various principal duties and responsibilities pertaining to the
position.
The probationary period of employment shall begin immediately upon the original
starting or promotion date and continue for at least six (6) months, at which time a
performance evaluation will be completed as outlined above.
− If successful, a Personnel Action Form shall be completed indicating that
employee’s probationary period has ended, and their status is now a “regular”
appointment. If *eligible (depending on employee’s current salary and
placement in the pay scale) employee will be granted a merit increase equal to
3% of their hourly/weekly salary.
− If additional observation time is required, the probationary period may be
extended for up to an additional three (3) months.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 9
Throughout the probationary period, the employee’s supervisor and/or department
head will observe the employee’s performance and discuss observed strengths and
weaknesses with the employee.
*Employees hired as part of a bargaining unit are not eligible for a merit increase
until they have completed a full one (1) year probationary period or as otherwise
stipulated in their applicable bargaining agreement.
6.3.3 EXPIRATION: At least ten (10) days before completion of employees’ probationary
period, the Department Head will notify the City Manager's office in writing that:
a. The employee's performance was satisfactory, and that the individual should be
retained and granted a merit increase.
b. The employee's performance or conduct was unsatisfactory, and that removal is
proposed as of a recommended date. (The Department Head will furnish reasons
for the recommended removal and may terminate the employee upon the City
Manager's approval.)
c. An extension of the probationary period is desired for additional observation
and the employee will continue temporarily during the extension, if granted. No
merit increase shall be granted until the employee has completed the extended
period. Merit increase shall not be retroactive to the anniversary date of
employment. Extensions of a probationary period may not exceed three (3)
months.
The Department Head shall provide written notice of the employment decision
upon the approval of the City Manager to the employee by means of a Personnel
Action Form.
6.3.4 REMOVAL:
a. An employee may be removed during the probationary period by the
Department Head with the approval of the City Manager if the employee is
unwilling or unable to perform required duties, or if habits or dependability do
not merit continuance in the position. The employee will be notified in writing,
citing reasons for removal and the effective date of the action. The employee may
not appeal the removal unless they feel the reason is based on discrimination due
to religion, political affiliation, race, color, national origin, ancestry, age, gender
identity, disability, sexual orientation which does not impair work performance.
In this case, they may appeal their removal to the City Manager within ten (10)
days of receipt of the notice to remove.
b. An employee may be removed at any time if it is revealed that information
submitted before the appointment was intentionally falsified. A decision to
remove based on falsified information is not appealable.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 10
6.4 PROMOTION POLICY: The City encourages employees to develop new skills, expand
knowledge of their work, assume greater responsibilities, and make known their
qualifications for promotion to more difficult and responsible positions.
1. Employees are encouraged to apply for any vacancy for which they meet the
requirements of the position. No supervisor shall deny an employee permission to
apply for a vacant position in any City office or department that will afford a
promotional opportunity.
2. To assure that employees are afforded opportunities for promotion, vacancies will be
posted within the City. When an employee's qualifications are equal to those of outside
applicants, the City employee shall be given preference.
6.5 DEMOTION: An employee may be demoted to a position in a lower grade and receive the
lower grade pay for any of the following reasons:
1. The employee would otherwise be laid off because their position is being abolished or
reclassified to a lower grade; lack of work; lack of funds; return to work from an
authorized leave of another employee to such position, or the employee voluntarily
requests demotion to a lower classification.
2. The employee does not render satisfactory service in the position they hold.
Regardless of the reason for demotion, the employee must meet the minimum
qualifications of the lower grade position to which they are being demoted. A probationary
period of employment is required to be completed.
6.6 SEPARATION: Separation is the termination of an employee from City employment
through retirement, resignation, layoff, or dismissal.
6.6.1 RETIREMENT: Retirement is the separation of an employee in accordance with the
provisions of the retirement system under which they are eligible to receive
benefits.
6.6.2 RESIGNATION: Resignation is the separation of an employee by employee’s
voluntary act. Resignation in good standing requires a minimum of two weeks'
notice in advance of the last planned day of employment. Upon resignation,
employees may receive pay for any unused portion of their accumulated vacation
and sick leave. To be eligible for payment of unused leave, the employee must work
through their two-week notice period unless an early release is authorized by the
City Manager.
6.6.3 LAYOFF: Layoff is an involuntary separation of an employee resulting from a
reduction in the workforce due to lack of funds or work, or because the employee's
position has been abolished. Separation due to layoff shall not be considered a
dismissal. All attempts will be made to provide as much advance notice as possible
to the affected employee(s).
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 11
6.6.4 DISMISSAL: Dismissal is an involuntary separation of an employee resulting from
disciplinary action, inability to perform the duties of a position, or other just causes.
Upon termination, employees may not receive pay for any unused portion of their
accumulated vacation and sick leave.
6.7 DISCIPLINE: The City Manager and division or department heads may take disciplinary
action against any City employee for just cause. The action may result in oral or written
reprimand, suspension without pay for a maximum of thirty (30) days (unless
circumstances warrant a longer period, as approved by the City Manager), placement on
probation, demotion, or dismissal. An employee may be summarily discharged when the
City Manager feels the offense warrants such. A department/ division head may place an
employee on paid administrative leave if the employee incident warrants an immediate
investigation for an urgent situation or event. This will allow time to gather the facts of the
incident without harm/loss to the employee until the investigation has been completed. If
possible, before any action is taken, the department/division head shall reach out to the
Humans Resources Director or City Manager for discussion. Employees may not be
suspended without pay or dismissed without the approval of the City Manager. The City
Manager may place an employee on unpaid leave if the circumstances justify it.
In all cases of suspension, demotion, or dismissal, the employee shall receive within ten
(10) working days of the action, a written explanation of the action signed by the
Department Head and the City Manager. All records that become part of a disciplinary
proceeding are considered confidential and shall not be publicly released unless they are
required to be released by law or by court order.
6.7.1 REASONS FOR DISCIPLINARY ACTION: Disciplinary action may be imposed
upon an employee for conduct or actions which interfere with or prevent the City
from effectively and efficiently discharging its responsibilities to the public. The
following shall be sufficient cause for disciplinary action; however, the list is meant
to be illustrative and should not be considered to include all reasons for disciplinary
action:
a. Willful neglect in the performance of the duties of the position to which the
employee is assigned.
b. Disregard for, or frequent violations of, City ordinances, City or department
policies and regulations, or state/federal laws.
c. Willful misuse, misappropriation, negligence, or destruction of City property, or
conversion of City property to personal use or gain.
d. Repeated tardiness or absence from duty without proper approval.
e. Violation of any reasonable or official order, refusal to carry out lawful and
reasonable directions given by a supervisor, or other acts of insubordination.
f. Habitual or excessive use of intoxicating beverages, or abuse of narcotics, drugs,
or other controlled substances, to interfere with job performance or the
efficiency of City service.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 12
g. Intoxication or use of alcoholic beverages, narcotics, drugs, or other controlled
substances while on duty.
h. Criminal, dishonest, or other unsuitable conduct which interferes with effective
job performance or has an adverse effect on the efficiency of the City service.
i. Uncivil or discourteous attitudes, and the use of indecent, lewd, or slanderous
language toward the public or fellow employees.
j. Any other conduct or action of such seriousness that disciplinary action is
considered warranted.
6.8 GRIEVANCE PROCEDURES.
6.8.1 GRIEVANCE RIGHTS OF EMPLOYEES: Employees who feel they have received
inequitable, arbitrary, or capricious treatment because of some condition of
employment or the application of these personnel policies or department
regulations may personally, or through their representative, appeal for relief from
that condition without fear of reprisal. Said appeal must take place in writing within
ten (10) working days of the occurrence of the condition.
6.8.2 RIGHTS OF GRIEVANTS: Grievants who believe they have been discriminated
against on account of their religion, political affiliation, race, color, national origin,
ancestry, age, gender identity, disability, sexual orientation, or other non-job-
related factors may appeal to the Grievance Board.
6.8.3 PROCEDURE: In the matter of major or minor grievances, the employee is hereby
granted the right to make their grievance known to the City Manager in the
following manner:
STEP 1 The grievance shall first be submitted in writing to the employee's
immediate supervisor or department head and Human Resources
Director. The time limit for such submittal is within ten (10) working days
of the occurrence of the grievance.
STEP 2 Within ten (10) working days of receipt of the grievance, the immediate
supervisor or department head of the aggrieved employee in conjunction
with the Human Resources Director shall attempt to satisfy and correct
the grievance. If no solution to the grievance can be reached, the matter
shall be presented in writing to the City Manager. Submittal may be made
by the Department Head or grievant.
STEP 3 The City Manager shall answer the grievance in writing within ten (10)
working days of receipt of the grievance in Step 2. A meeting may be
scheduled between the employee, Department or Division Head, and the
City Manager to clarify the grievance.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 13
STEP 4 If no satisfactory solution is reached at Step 3, the employee may submit
the grievance in writing to the Grievance Board within ten (10) working
days of the action taken in Step 3. The Board may make
recommendations to the City Manager for the resolution of the grievance.
6.8.4 NON-GRIEVABLE MATTERS: It is understood that the following matters shall not
be considered the subject of a grievance:
− Non-selection for promotion except where discrimination is alleged;
− Increases in general wage of salary rates, including cost of living increases; and
− Matters affecting the City Manager’s authority to determine the means,
methods, and number of personnel necessary for the efficient administration
of City services and programs.
ARTICLE VII - HOURS OF WORK AND OVERTIME
7.1 HOURS OF WORK: The normal work week for full-time City employees is forty (40)
hours. Daily work hours range from eight (8) to ten (10) depending on the needs of the
department and/or division within the department and may be flexible as approved by the
Department Head and City Manager.
Full-time and part-time non-affiliated employees may receive a paid lunch period not to
exceed 60 minutes when the employee works a minimum of 5 hours for the day. Lunch
periods may vary by department, and/or position. In instances where employee(s) are not
able to leave their workstations to eat their meals, employee(s) will be allowed to eat their
meals while working at their workstation but will not be paid additional time for
remaining at their workstation.
7.2 PAY PERIOD/PAY DAY: Employees are paid weekly. The weekly pay period starts at 12:01
a.m. Sunday and ends at midnight Saturday. Paychecks are issued on Fridays for all hours
worked during the prior pay period.
7.3 OVERTIME/COMPENSATORY TIME:
7.3.1 EMPLOYEES “EXEMPT” FROM HOURLY COMPENSATION
Some employees are exempt from the Fair Labor Standards Act (FLSA) because the
positions they hold meet the requirements as defined by the Act. Typical exempt
employees include the City Manager, Deputy City Manager, Department Heads,
Division Leaders, and higher-ranking positions in the Police and Fire Departments.
The City recognizes that under federal and state law there are only limited times
when an exempt (salaried) employee’s salary can be subject to deductions. In
accordance with the laws, salaried exempt employees receive a predetermined
salary which is not subject to reduction because of variations in the quality or
quantity of work performed and is not subject to reduction for absences requested
by the City or due to the operating requirements of the City. Exempt employees
should note that salaries are subject to modification from time to time, such as at
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 14
evaluation time, when an employee’s position or responsibilities change, and at
other appropriate times. Exempt employees should also note that it is permissible
for an employer to apply vacation, sick, personal, and other forms of paid time off to
partial or full-day absences for personal reasons, sickness, or disability and that
applying paid time off is not considered a deduction from salary.
Exempt employees do not receive overtime pay or compensatory time. Due to the
nature of City government, some positions held by exempt employees may often
require work in excess of a normal work week. In recognition of this, exempt
employees in positions that normally work extended work weeks are provided with
the ability, upon approval of their department head, to flex their normal work
schedule. Dependent upon individual job duties and performance expectations,
exempt employees may also be provided up to three (3) days off of paid
Administrative Time annually. Administrative Time granted to new employees will
be dependent upon the date of hire as indicated in the table below. Determination of
qualification for Administrative Time will be at the discretion of the City Manager.
Date of Hire
Prorated Administrative Leave
Hours
January – March *24/30 hours
April – September *16/20 hours
October – December *8/10 hours
*Hours dependent upon employees’ normal work-week schedule.
The City complies with all federal and state laws with regard to deductions from
paychecks, including deductions from the salaries of exempt employees. Please note
that RSA 275:43.b allows an exempt employee’s final paycheck to be prorated in the
case of a termination for cause.
7.3.2 NON-EXEMPT HOURLY EMPLOYEES
OVERTIME - Work performed in excess of a normal work week for non-public safety
employees shall be compensated at the rate of 1.5 hours of pay for each hour worked.
COMPENSATORY TIME – Instead of overtime pay, non-exempt employees may choose to
receive compensatory time for future time off opportunities in addition to earned personal
and/or vacation time. Compensatory time shall accumulate at the rate of 1.5 hours of time
off for each hour worked. Employees choosing compensatory time may not accumulate
more than 20 hours and all time must be utilized during the calendar year it is
accumulated.
7.4 CALL-IN: If a regular full-time hourly employee is requested to return to work during
their normally non-work hours, they shall get a minimum of three (3) hours pay at time
and one-half. If an employee is called into work early, they will be paid at time and one-
half for only those hours worked before their normal start time.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 15
7.4.1 REMOTE ACCESS CALL-IN (REGULAR FULL-TIME HOURLY EMPLOYEES):
Remote access call-ins are calls for service that are received outside of an
employee’s regularly scheduled work hours. Work is performed via available
technology to access City software to fix an issue without having to respond to a
facility.
Remote access call-ins will be paid time and one-half for a minimum of one hour. If
an additional call for service is received within the same one-hour period, no
additional compensation will be provided. If an additional call for service is received
after the original one-hour has expired, the employee will be paid in 15-minute
increments at time and one-half.
7.4.2 REGULAR PART-TME AIRPORT EMPLOYEES: Regular part-time employees who
are requested to return to work during their normally non-work hours, shall get a
minimum of three (3) hours pay at time and one-half. If an employee is called into
work early, they will be paid at time and one-half for only those hours worked
before their normal start time.
7.5 PAYROLL DEDUCTIONS: There are two categories of payroll deductions:
1. Those required by state and federal law to include but are not limited to income tax;
Social Security; Medicare; and court-ordered wage garnishments, for example, child
support or back taxes due to the IRS; and
2. Those that are voluntary for things such as health insurance, savings plans, and private
retirement plans.
7.6 PAYCHECKS/CHECK STUBS: Paychecks/check stubs will be distributed directly to
employees. Distribution may be done through sealed envelope for paper checks or digitally
for those employees choosing direct deposit. All deductions will be itemized in your check
stub and should be monitored regularly. If you find a mistake, report it to the Finance
Department immediately.
7.7 ATTENDANCE: Employees shall be at their respective places of work in accordance with
the general or departmental regulations pertaining to the hours of work. In the event of
necessary absence because of illness or any other cause, it is the responsibility of an
employee to see that their Department Head or supervisor is advised of the reason within
a reasonable time of the beginning of the unexpected absence.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 16
7.7.1 TIME KEEPING: Time must be accurately reported so hourly employees are fully
compensated for hours that are worked. To that end, employee’s work schedule will
be entered into the City’s payroll system to reflect their normal 40-hour work week.
Employees will not be required to “punch in” or “punch out” but will be required to
manually enter their start and end times on a daily basis. Any changes to an hourly
employee’s normal schedule shall be through approved time-off (personal,
vacation, or sick leave) or through the working of overtime hours. As with regular
working hours, overtime hours will need to be manually entered by the employee.
No employee other than the immediate supervisor or Department Head (or his/her
designee) is authorized to correct hours on behalf of another employee.
Falsification of time records may lead to disciplinary action, up to and including
termination.
ARTICLE VIII - BENEFITS FOR EMPLOYEES
Below is a summary of the current benefits offered by the City for all eligible employees. If any
questions arise regarding the implementation or interpretation of any benefit plan, the terms
and conditions of the actual plan documents and summary plan descriptions will control rather
than the summaries contained herein. Offered benefits are not contractual in nature and do not
guarantee any continuance of benefits.
8.1 LEAVE OF ABSENCE WITH PAY:
8.1.1 PAID HOLIDAYS
The following shall be paid holidays:
− New Years’ Day (January 1st)
− Civil Rights Day/Martin Luther King, Jr. Day (Third Monday in January)
− Presidents’ Day (Third Monday in February)
− Memorial Day (Last Monday in May)
− Independence Day (July 4th)
− Labor Day (First Monday in September)
− Veteran's Day (November 11th)
− Thanksgiving Day (Fourth Thursday in November)
− Friday after Thanksgiving
− Christmas Day (December 25th)
− Christmas Eve or Day after Christmas as determined by the City Manager (Day
to be determined at the beginning of each calendar year)
If any holiday falls on a Saturday or Sunday, the preceding Friday (for Saturday holidays)
or following Monday (for Sunday holidays) shall be considered the holiday unless
otherwise declared by the City Manager.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 17
Full-time and regular *part-time employees who work 20+ hours per week shall receive
holiday pay based upon the number of hours the employee normally would have worked if
there had been no holiday. For example, employees working a compressed or altered work
week (such as four 10-hour days with Fridays off) shall not be paid for the holiday when it
falls on the employee’s normal day off (in this example, the employee would not be paid
for a holiday that falls on a Friday).
*Part-time Library employees who work 20+ hours per week will follow the Library Guide
for paid holidays.
Holidays worked by hourly employees covered under this section shall be compensated at
1.5 times for each hour worked with the following exceptions:
− Communication (Dispatch) employees will receive 8 hours of holiday pay (regardless of
if they work the holiday or not) for the above holidays. Hours worked on the holiday
will be paid at their normal hourly rate.
− Regular part-time Airport employees (20+ hours) will receive their pro-rated hours for
each holiday listed above (regardless of if they work the holiday or not). Hours worked
on the holiday will be paid at their normal hourly rate. Example: if an employee is
normally scheduled for 6 hours of work on a designated holiday, the employee will
receive 6 hours of holiday pay in addition to any hours worked on the holiday at their
normal hourly rate.
8.1.2 VACATION LEAVE: Vacations are granted to employees to provide a paid break
from their work to relax and to allow a fresh outlook when returning to work.
Therefore, employees shall not be allowed to forego vacations and receive
additional pay for such unused vacations except in very special circumstances
approved by the City Manager.
8.1.2.1 ACCRUAL OF VACATION TIME: Each regular full-time and regular part-
time employee will accrue vacation hours according to the following
schedules:
FULL-TIME ACCRUALS
Continuous Employment Hours Earned Per
Month
0 month through the 48th (0-4 years) 6.75
49th month through 108th (5-9 years) 10.00
109th month through 168th (10-14 years) 13.50
169th and above (15+ years) 15.00
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 18
PART TIME ACCRUALS
Continuous Employment Hours Earned Per
Month
(Employees
Working 20-24
Hours/Week)
Hours Earned Per
Month
(Employees
Working 25-29
Hours/Week)
0 month through the 48th
(0-4 years)
4.00 5.00
49th month through 108th
(5-9 years)
6.00 7.25
109th month through 168th
(10-14 years)
8.00 10.00
169th and above (15+ years) 9.00 11.00
During the first year of employment, employees accrue vacation time per
the above schedules but are not permitted to take vacation time during the
first six (6) months of employment.
Vacation hours shall not accrue to any employee who does not work due to
a non-work-related illness or injury or an unpaid leave of absence during
an entire calendar month.
8.1.2.2 CARRYOVER OF VACATION: Maximum carry over on an employee’s
anniversary month will be as follows:
REGULAR FULL-TIME
YEARS OF SERVICE Maximum Hours
0 month through 48th (0-4 years) 161.00
49th month through 108th (5-9 years) 200.00
109th month through 168th (10-14 years) 242.00
169th month and above (15+ years) 260.00
The above maximum hours may be carried over without City Manager
approval. In special circumstances, and with the Department Head's
recommendation, the City Manager may grant carry-over of an additional
40 hours of unused vacation after receipt of a written request for such. Any
request for such carry-over must be submitted to the City Manager a
minimum of five (5) weeks before the end of the employee’s vacation year.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 19
REGULAR PART-TIME
YEARS OF SERVICE Maximum Hours
(Employees
Working 20-24
Hours/Week)
Maximum Hours
(Employees
Working 25-29
Hours/Week)
0 month through the 48th
(0-4 years)
96 120
49th month through 108th
(5-9 years)
120 147
109th month through 168th
(10-14 years)
144 180
169th and above (15+ years) 156 192
The above maximum hours may be carried over without City Manager
approval. In special circumstances, and with the Department Head's
recommendation, the City Manager may grant carry-over of an additional
20-29 hours of unused vacation (dependent upon employees budgeted
work week) after receipt of a written request for such. Any request for such
carry-over must be submitted to the City Manager a minimum of five (5)
weeks before the end of the employee’s vacation year.
8.1.2.3 VACATION SCHEDULE: It shall be the responsibility of each department
head to arrange vacations within their department to interfere as little as
possible with the work schedule of the department. When competing needs
for vacation occurs, the employee with the most seniority with the City will
be given preference for vacation time off.
8.1.2.4 VACATION PAY UPON SEPARATION: Any employee who retires or
resigns voluntarily and in good standing, is laid off, or who dies while in
the employ of the City, shall be paid their earned unpaid wages and unused
accrued vacation.
There shall be no pay for unused, accrued vacation for any employee with
less than one (1) year of employment, who is terminated for cause, or who
resigns or quits without two (2) work weeks’ notice.
Payments made as the result of the death of an employee shall be paid in
accordance with New Hampshire State Law and as designated by the
employee in beneficiary documents on file.
8.1.3 PROFESSIONAL LEAVE: A leave of absence, with pay, may be granted by the City
Manager to any employee to permit the employee to attend in-service training
schools, professional meetings, conferences or conventions, or any other justifiable
reason considered in the best interest of the City.
8.1.4 PERSONAL LEAVE: A category of paid time off provided to regular full-time
employees. Personal leave is credited to employees in full hours, effective the first
pay date of each new calendar year.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 20
8.1.4.1 ELIGIBILITY AND CREDITED LEAVE:
Full-Time Employees - Full-time employees shall receive forty (40)
hours of personal time per calendar year.
Part-Time Employees – Unless hired before January 1, 2011, (see,
Grandfathered Part-Time Employees), part-time employees are not eligible
for personal leave.
Prorated Time for New Hires - Newly hired full-time employees shall
receive a prorated award of personal leave in the first calendar year of
employment, per the following schedule:
Date of Hire
Prorated Personal Leave
Hours
January – March 40 hours
April – September *24 hours-30 hours
October – December *16 hours-20 hours
*Hours dependent upon employees’ normal work-week schedule.
Newly hired full-time employees shall then receive forty (40) hours
effective the first pay date of the calendar year following the date of hire.
Change in Employment Status - Full-Time Employees - A full-time
employee transferring to regular part-time status after the first pay date of
the current calendar year will retain the current year's personal leave
award.
Grandfathered Part-Time Employees - Part-time employees hired
before January 1, 2011, are eligible to receive personal leave based on the
following schedule:
Budgeted hours per week Personal Leave Hours
20 – 24 hours 5.00 hours
25 – 29 hours 6.00 hours
For purposes of this policy, a full-time employee hired before January 1,
2011, who transfers to an eligible permanent part-time status as noted in
the above table shall also be considered a grandfathered part-time
employee, subject to all other personal leave rules outlined in this policy.
Change in Hours - Grandfathered Part-Time Employees
Increase in eligible part-time hours:
A grandfathered part-time employee who permanently increases their
budgeted hours per week to the higher award level (i.e., becomes eligible to
receive 6.oo hours vs. 5.00 hours) before the first pay date of the current
calendar year shall receive the higher award of personal leave hours (i.e.,
6.oo hours).
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 21
A grandfathered part-time employee who permanently increases their
budgeted hours per week to the higher award level (i.e., becomes eligible to
receive 6.oo hours vs. 5.00 hours) after the first pay date of the current
calendar year shall not receive an additional one (1.00) hour of personal
leave.
Decrease in eligible part-time hours:
A grandfathered part-time employee who permanently decreases their
budgeted hours per week to a lower award level (i.e., less than 25 hours per
week but more than 20 hours per week) before the first pay date of the
current calendar year shall receive the lower award of personal leave hours
(i.e., 5.00 hours).
A grandfathered part-time employee who permanently decreases their
budgeted hours per week to a lower award level (i.e., less than 25 hours per
week but more than 20 hours per week) after the first pay date of the
current calendar year shall retain the current year's personal leave award.
Decrease in part-time hours to an ineligible status:
A grandfathered part-time employee who permanently decreases their
work hours to less than 20 hours per week before the first pay date of the
calendar year will be ineligible to receive personal leave.
A grandfathered part-time employee who permanently decreases their
budgeted hours per week to less than 20 hours per week after the first pay
date of the current calendar year shall retain the current year's personal
leave award.
A grandfathered part-time employee that permanently increases or
decreases their budgeted hours per week must consistently meet the
scheduled hour requirements noted above to maintain a grandfathered
status; i.e., maintain eligibility for personal leave.
Transfer to full-time status:
A grandfathered part-time employee that transfers to a regular full-time
employee status before the first pay date of the current calendar year shall
receive forty (40) hours of personal time.
A grandfathered part-time employee that transfers to a regular full-time
employee status after the first pay date of the current calendar year shall
receive a prorated award amount based on the following schedule minus
the employee’s current year’s award:
Date of Hire
Prorated Personal Leave
Hours
January – March 40 hours
April – September *24 hours-30 hours
October – December *16 hours-20 hours
*Hours dependent upon employees’ normal work-week schedule.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 22
For example, an employee who has received 5.00 hours of personal leave in
January and then transfers to full-time employment status in June of that
same calendar year will receive 19.00 additional personal leave hours upon
transfer (i.e., 24.00 eligible hours - 5.00 hours already received = 19.00
awarded hours).
8.1.4.2 AVAILABILITY, USE, AND EXPIRATION:
Personal leave will be credited to each eligible employee, in full, as of the
first pay date in January. In the first calendar year of employment, a newly
hired eligible employee will receive the applicable prorated award of
personal leave as of their first payroll check.
A newly hired employee may use personal leave during their probationary
period of employment.
Personal leave may be taken in 15-minute increments, whole hours, or full
days and may be used for both planned and unplanned absences.
Personal leave may not be carried over from year to year and must be used
by December 20th of each calendar year; if not used by that date, all
remaining hours will be lost.
8.1.4.3 PAYMENT UPON SEPARATION, ETC.
Personal leave is not payable upon separation from employment (i.e.,
includes all forms of separation, such as termination, voluntary resignation,
layoff, etc.). Personal leave is also not payable upon a change in
employment status or eligibility (e.g., full-time to part-time; grandfathered
part-time to ineligible part-time).
8.1.5 BEREAVEMENT LEAVE:
8.1.5.1 Eligibility
Full-time employees and part-time employees who are budgeted for at least
20 hours per week are eligible for bereavement leave. Such employees are
also eligible for bereavement leave during their initial probationary period.
Full-time employees are eligible for bereavement leave per the following
schedule:
Bereavement Leave Type
Maximum
Bereavement Leave in Working Days
Immediate Family 5 days
Extended Family 2 days
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 23
Part-time employees are eligible for bereavement leave per the following
schedule:
Number of Part-Time
Hours Budgeted
per Week
Maximum Immediate
Family
Bereavement Leave in
Working Hours
Maximum Extended
Family Bereavement
Leave in Working
Hours
20 – 24 20.00 8.00
25 - 29 25.00 10.00
8.1.5.2 Immediate Family
Immediate family shall include the employee’s parents, stepparents, spouse
or domestic life partner, children, stepchildren, and siblings. Domestic Life
Partner is defined as two (2) persons in a committed relationship of a two
(2) year or longer duration and residing in the same domicile.
Upon the death of an employee’s immediate family member, an employee
may request bereavement leave without loss of pay.
Absent extenuating circumstances immediate family bereavement leave
must be taken within seven (7) calendar days of the death. Bereavement
leave to be taken beyond seven (7) calendar days when approved by the
employee’s department head.
8.1.5.3 Extended Family
Extended family shall include the employee’s grandparents, aunt or uncle,
grandchild, parents-in-law, and brother or sister-in-law.
Upon the death of an employee’s extended family member, an employee
may request bereavement leave without loss of pay.
In-law bereavement leave may be granted for an employee’s spouse’s or
domestic life partner’s (see definition of domestic life partner in §7.1.6.2,
above) parents or siblings.
Absent extenuating circumstances and written approval of the City
Manager, extended family bereavement leave must be taken within seven
(7) calendar days of the death.
8.1.5.4 Extensions
Upon prior written request and approval by the employee’s department
head or their designee and the City Manager, an employee, in addition to
the above-defined leave, may utilize vacation, sick, or personal leave to
supplement bereavement leave for extended absences.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 24
8.1.6 SICK LEAVE: Sick leave is not a right but rather a privilege granted by the City to
employees when they are unfortunate enough to need it. The purpose of sick leave
is to prevent the further spreading of disease or viruses to other employees and/or
to afford the employee time to recover from said sickness and/or injury. Abuse of
sick leave may lead to termination of employment.
8.1.6.1 ACCUMULATION:
REGULAR FULL-TIME EMPLOYEES accrue 10 hours of sick leave for each
full month worked.
*A maximum of 480 hours of sick time may be accumulated for regular
full-time employees.
REGULAR PART-TIME EMPLOYEES accrue monthly sick leave based on
the number of budgeted hours in accordance with the following schedule:
Budgeted hours per week Sick accruals per month
20 – 24 hours 5.00 hours
25 – 29 hours 7.50 hours
Regular part-time employees may accumulate no more than 24o hours.
*Employees hired before January 1, 2022, who have accumulated more
than 480 hours of sick time will be Grandfathered and may retain their
current accruals. Grandfathered employees will not accrue additional sick
time unless/until their accrued time falls below 600 hours. Those
employees will be able to accrue a maximum of 600 hours thereafter.
Employees hired before January 1, 2022, whose current sick time accruals
are at or below 480 hours, and those employees hired after January 1,
2022, will be permitted to accrue a maximum of 480 sick hours.
Sick hours shall not accrue to any employee who does not work due to a
non-work-related illness or injury or an unpaid leave of absence during an
entire calendar month.
8.1.6.2 USE: Sick leave begins on the day notification of illness is given by, or on
behalf of, the employee to the employee's supervisor. Notification must be
given within one (1) hour of the start of the workday. The City has the right
to take any reasonable steps to verify an illness and to ensure the proper
use of sick leave. Such steps may include, but are not limited to, requiring
an employee, at their expense, to justify each day of sick leave if the
employee's sick leave record indicates a patterned use of sick leave, or if the
Department Head has reason to believe the privilege is being abused. For
the purposes of this policy, pregnancy is considered sickness (See Section
8.4 “Maternity Leave”).
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 25
If an employee is sick for over three (3) days, the Department Head or the
employee must notify Human Resources and the Department Head may
require a doctor's report indicating their approval for the employee's
return, with any restrictions upon return and reason for the absence.
8.1.6.3 HEALTH CARE APPOINTMENTS/HOSPITAL STAYS: Sick time may be
used for dental appointments, doctor appointments, appointments for
physical examinations, transportation of a sick member of an employee’s
family to or from a hospital or doctor's office, or for any other justifiable
health care reason.
8.1.6.4 COMPOUNDING: If an employee receives worker’s compensation from a
second job, sick leave pay shall be reduced so the total of City sick pay and
second jobs' worker’s compensation shall not exceed the normal City pay.
Sick pay may be denied if the necessary proof of other compensation is not
provided.
8.1.6.5 PAYMENT UPON SEPARATION: To be eligible for the payout of unused
sick leave, an employee must voluntarily resign or retire from service,
leaving in good standing. The employee needs to provide a 2-week notice
and work through the notice period unless an early release is authorized by
the City Manager. The appropriate amount of sick leave will be determined
by the employee’s years of service.
Accumulated sick leave shall not be payable to any employee not in good
standing, who is under suspension, on unpaid leave, who is terminated due
to a work-related criminal action, who is terminated due to just cause, or
who involuntarily leaves their employment.
Sick leave payout based on years of service as listed below:
Years of Service
Sick Leave Payout
Upon Separation
Full-time/Part-time
5 years, less than 10 years 120 hours/60 hours
10 years, less than 20 years 240 hours/120 hours
20 years or more 480 hours/240 hours
Years of service are calculated based on the last date of hire.
Sick leave payments will be based upon an employee’s hourly rate of pay as
determined by dividing the employee’s weekly pay by 40.
8.1.7 JURY DUTY: An employee called as a juror will be paid the difference between the
fee received for such service and the amount of straight time earnings lost by reason
of such service. Satisfactory evidence of such service must be submitted to the
employee's immediate supervisor.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 26
Employees who are called to jury duty and are excused from jury duty for a day or
days shall report to their regular work assignment as soon as possible after being
excused.
8.1.8 WITNESS FEE: An employee subpoenaed to appear before any court or
government agency, and who receives any fee, therefore, shall assign over to the
City the portion of such fee which relates to compensation for their appearance.
That portion of the fee relating to mileage may be retained by the employee, so long
as the City is not billed for such mileage. The employee will be paid at their normal
rate of pay for the time spent pursuant to the subpoena and shall after such
appearance promptly return to their regular assignment. This section does not
apply to any employee subpoenaed to appear during vacation or other earned time.
8.2 LEAVE OF ABSENCE WITHOUT PAY.
8.2.1 GENERAL: With the approval of the City Manager, a regular full-time employee
may take a leave of absence without pay from their regular employment for
justifiable cause for a maximum of ninety (90) days at any one time.
Unpaid leaves of absence shall be requested in writing by the employee to the
Department Head and City Manager for approval or denial. The request shall state
specifically the amount of leave requested and the reason for such.
Unpaid leaves of absence shall not normally be approved for extending vacations
and shall be approved only for good reasons requiring the extended absence of an
employee.
8.2.2 MILITARY LEAVE (Active Military Leave and/or Reserve Military Leave): Eligible
employees shall be provided with an unpaid leave of absence in accordance with
federal and state law and as outlined under USERRA (Uniformed Services
Employment and Reemployment Rights Act of 1994). Employees may elect to use
their accrued vacation or personal time with the permission of their department
head if they elect to be paid.
The City intends to comply fully with the law. In the event of the need to implement
this provision, the law at the time will be that which is applied.
In the event an employee is deployed to active duty for 30 or more days, the City
will pay the cost of the employee’s 2-person or family health plan deduction during
their active duty leave. This will not apply to those employees with single-person
coverage as that level of insurance is provided by the government.
8.3 MATERNITY LEAVE: Employees affected by pregnancy or childbirth (and any related
medical condition) shall be treated in the same manner as an employee affected by any
other temporary disability.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 27
Unpaid maternity leave of absence may be taken for the period of physical disability as
determined by the employee’s health care provider (beginning when the employee is
medically determined to be disabled and ending when medically able to return to work).
Employees must use their accrued sick, vacation, and personal time before taking unpaid
leave under this policy.
Pregnancy is considered a serious health condition under the FMLA. If an employee
qualifies, they may use FMLA to take time off when unable to work because of pregnancy
or childbirth. FMLA can be used in a block of time or a few hours of leave at a time
(intermittently). Employees may be eligible for short-term disability benefits during their
leave of absence and will be required to take FMLA leave concurrently with maternity
leave, as described in the City’s FMLA policy. Employees not eligible for FMLA leave, or
who have exhausted their available FMLA time, will be allowed to continue their health
insurance benefits for the calendar month during which their leave begins. At month’s end,
the employee may only continue medical insurance coverage by making arrangements with
the Human Resources Department to pay the entire amount of the appropriate monthly
premium for each month that leave continues.
Mothers that return to work while still nursing should contact the Human Resources
Department for assistance with necessary accommodations.
8.4 PARENTING LEAVE:
The City will provide up to 480 hours of paid parental leave to employees following a birth
event. The purpose of paid parental leave is to enable the employee to care for and bond
with a newborn(s). This policy will run concurrently with Family and Medical Leave Act
(FMLA) leave, as applicable.
This leave may be taken any time during the 12 months after the date of the birth event.
The leave must be taken in full weeks but need not be taken concurrently.
The City further agrees to the provisions for female employees as found in RSA 354-
A:7(VI)(b). FMLA and Maternity Leave shall run concurrent with this leave. When the
employee is physically able to return to work, her original job or a comparable position
shall be made available to her by the employer unless business necessity makes this
impossible or unreasonable. Employees must apply for short term disability through the
City’s insurance carrier. The period of short-term disability (applicable to the employee
who is the mother) shall be inclusive of the 12-week period. During the short-term
disability coverage period the City will pay the balance of the amount equal to the
employee’s base weekly salary not covered by insurance.
Paid parental leave must be approved by the Department Director. The Department
Director will take into consideration the operational needs of the department when
approving parental leave. The Department Director may deny parental leave if approval of
the leave would compromise the operational needs of the department.
This provision applies to employees with a birth event that has occurred on or after
September 1, 2021.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 28
8.5 CRIME VICTIM/COURT LEAVE: Employees may take *unpaid time off from work to
attend court or other legal or investigative proceedings associated with the prosecution of
a crime in which the employee was a victim. For purposes of this policy, a “victim” is any
person who suffers direct or threatened physical, emotional, psychological, or financial
harm as a result of the commission or attempted commission of a crime.
Employees may also qualify for leave under this policy if they are part of the immediate
family of a homicide victim or part of the immediate family of a child under the age of 18 or
an incompetent adult who is the victim of a crime. For purposes of this policy, “immediate
family” means the father, mother, stepparent, child, stepchild, sibling, spouse, civil union
partner, grandparent, or legal guardian of the victim, or a person who is otherwise in an
intimate relationship with and residing in the same household as the victim.
An employee needing time off under this policy should notify their department head as far
in advance as possible. The employee may be asked to submit copies of the notices of each
scheduled hearing, conference, or meeting that is provided to the employee by the court or
agency involved in the prosecution of the crime. Employees must comply with any requests
to submit these notices, and failure to do so may result in denial of the leave of absence.
The City will maintain any such notices or records in confidence and will disclose them
only on a need-to-know basis.
The employee will be notified as soon as practicable whether the leave request is granted or
denied. Requests falling within the definitions will typically be granted unless the leave of
absence would cause an undue hardship on the City. For purposes of this policy, an “undue
hardship” means a resultant significant difficulty and/or expense. In determining whether
an undue hardship may exist, the employee’s department head will consider required
tasks, the current size of operation, and the employee’s position; and determine the need
for the employee’s presence to complete the required work.
*Leave taken under this law is unpaid, however, the employee may elect to use accrued
vacation, sick, or personal time.
8.6 EMPLOYEE LIFE INSURANCE
Regular employees that are budgeted for 30 hours or more per week are eligible to receive
group term life insurance at no cost. An eligible employee is covered under the City’s group
life insurance plan effective the first of the month following their date of hire.
The life insurance benefit is a principal amount equal to one and one-half times the annual
salary of the employee upon the date of death, rounded to the next highest even one-
thousand-dollar ($1000) amount to a maximum of $200,000. Covered employees also
receive accidental death and dismemberment (ADD) coverage that is equal to the base
insurance amount. Life insurance and ADD insurance benefits are reduced by fifty percent
(50%) after the employee reaches seventy (70) years of age.
Employees may designate beneficiaries for both life and ADD insurance benefits.
Pursuant to the insurance carrier's policy terms, an employee may, upon the termination
of employment with the City for any reason, convert their group term life and ADD
insurance benefits to at least an equivalent amount.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 29
Supplemental life insurance is also available to an eligible employee at their own cost.
Supplemental life insurance is offered in increments of $10,000 to a maximum of three (3)
times the employee’s annual base salary or $300,000, whichever is greater. Evidence of
insurability (EOI) may be required.
If elected at the time of hire, supplemental life insurance coverage will be effective the first
of the month following the date of hire. If elected during open enrollment, supplemental
life insurance coverage will be effective January 1st.
Imputed Income and Employee Life Insurance:
The value of basic life insurance in excess of $50,000 must be included in an employee’s
annual income and is subject to Social Security and Medicare taxes.
The City reserves the right, at any time, to self-insure with respect to the above coverage.
The City further reserves the right, at its option, to contract with a qualified insurance
carrier of its choice to provide these benefits.
Dependent Life Insurance: Dependent life insurance is available to both part-time and full-
time employees at their own cost through AFLAC or Colonial Life.
8.7 INCOME PROTECTION INSURANCE
8.7.1 Family and Medical Leave under the FMLA (Family & Medical Leave Act)
The FMLA provides eligible employees the right to take up to 12 weeks of unpaid
job-protected leave for specified family and medical reasons, in a one-year period
due to a qualifying event(s). Examples of qualifying events are serious health
conditions of their own or a serious health condition of an immediate family
member; for the birth of a child and/or care for a newborn or mother; for the
placement of a child due to foster care or adoption; or exigency of a covered military
member. Employees are eligible for leave if they have worked for the City for at least
12 months and at least 1,250 hours during the 12 months immediately preceding
their leave (these hours must be actual hours worked, not to include holidays, sick,
vacation, personal or unpaid leave). For full details, please refer to
Administrative Policy ADM-130, Family and Medical Leave. The City
allows employees to utilize paid vacation, personal, or sick leave under specific
terms and conditions.
FMLA can be used in a block of time or a few hours of leave at a time
(intermittently).
8.7.2 Short Term Disability Insurance
Regular employees that are budgeted for 30 hours or more per week are eligible to
receive short-term disability insurance at no cost. An eligible employee is covered
under the City’s short-term disability plan effective the first of the month following
their date of hire.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 30
Short-term disability insurance coverage provides for the payment of benefits to an
employee equal to sixty-six and two-thirds (66 2/3) percent of the employee’s base
weekly earnings, up to a maximum of $2,000.00 per week. The maximum benefit
period is twenty-six (26) weeks commencing on the fifteenth (15th) calendar day of
non-work-related illness, injury, or disability.
The income protection plan provided by the City consists of the application of a
combination of short-term disability benefits and accumulated sick leave, vacation
leave, and/or available personal leave to each day or week of illness, injury, or
disability, to maintain the employee at or as close to one hundred percent (100%) of
their weekly base earnings for the longest period possible. These sources of income
shall be applied as follows:
a. The weekly short term disability benefit received by the employee plus;
b. Accumulated sick leave to be applied in full or partial days until the accumulated
sick leave is exhausted; then
c. At the discretion of and in the order so designated in writing by the employee to
the Benefits Coordinator accumulated vacation leave and available personal
leave to be applied in full or partial days.
The City reserves the right, at any time, to self-insure with respect to this coverage.
The City further reserves the right, at its option, to contract with a qualified
insurance carrier of its choice to provide these benefits.
8.7.3 Long Term Disability Insurance
Regular employees that are budgeted for 30 hours or more per week are eligible to
receive long-term disability insurance at no cost. Long-term disability coverage will
be effective the first of the month following the date of hire.
Long-term disability insurance coverage becomes effective after the employee is out
of work for 180 consecutive calendar days (i.e., absence due to a non-work-related
illness, injury, or disability). Long-term disability coverage provides for the payment
of benefits to an employee equal to sixty-six and two-thirds (66 2/3) percent of the
employee’s base monthly earnings, up to a maximum of $7,200.00 per month.
Long-term disability payments will be provided in accordance with the long-term
disability insurance policy in effect at the time of illness/injury.
The income protection plan provided by the City consists of the application of a
combination of long-term disability benefits and accumulated sick leave, vacation
leave, and/or available personal leave to each day or week of illness, injury, or
disability, to maintain the employee at or as close to one hundred percent (100%) of
their weekly base earnings for the longest period possible. These sources of income
shall be applied as follows:
a. The monthly long term disability benefit received by the employee plus;
b. Accumulated sick leave to be applied in full or partial days until the accumulated
sick leave is exhausted; then
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 31
c. At the discretion of and in the order so designated in writing by the employee to
the Benefits Coordinator, accumulated vacation leave and available personal
leave to be applied in full or partial days.
The City reserves the right, at any time, to self-insure with respect to this coverage.
The City further reserves the right, at its option, to contract with a qualified
insurance carrier of its choice to provide these benefits.
8.8 HEALTH INSURANCE: The City furnishes group health insurance (single, two-person, or
family plans) to cover regular full-time employees in the event of needed health care. The
City reserves the right to change health insurance programs, carriers or to self-insure.
The City will also provide contributions towards a Health Savings Account (HSA) if a high
deductible health care plan is offered.
Employees may elect to receive a stipend instead of health insurance coverage by the City.
The employee must provide proof demonstrating they have health insurance through
another plan. An employee shall not receive a stipend when both spouses work for the City.
For this purpose, the City includes the School District. Further, the City will not provide
health coverage if an employee is already covered by the same or similar health plan. If the
member is found to have dual coverage, the employee must pay back the City an amount
equal to the premiums paid by the City during the dual coverage.
8.9 FLEXIBLE SPENDING ACCOUNTS (FSAs):
8.9.1 Healthcare or Limited Purpose FSA – Healthcare FSAs are available to all eligible
employees at their expense. A Healthcare FSA can be used to reimburse qualifying
healthcare expenses that are incurred during the insurance plan year.
Reimbursement limits are a matter of law and subject to change. Information will
be provided annually during open enrollment.
8.9.2 Dependent Care FSA – Dependent Care FSAs are available to all eligible employees
at their expense. A Dependent Care FSA can be used to reimburse qualifying
dependent care expenses that are incurred during the insurance plan year.
Reimbursement limits are a matter of law and subject to change. The City, at the
discretion of the City Manager, may offer a one-for-one matching contribution to an
employee’s Dependent Care FSA in an amount as determined by the City Manager.
8.10 WORKERS COMPENSATION: Separate from the income protection insurance provided,
the City shall also provide worker's compensation benefits for work-related illness, injury,
or disability. The income protection plan provided by the City shall consist of application of
worker's compensation benefits and accumulated sick leave, vacation leave, and/or
available personal leave, should the employee so designate, to maintain the employee at or
as close to one hundred percent (100%) of their weekly base earnings for the longest
period possible. In this regard, for each day of illness, injury or disability, the following
sources of income to employees shall be applied in the order designated:
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 32
1. Worker's compensation is actually received by the employee, exclusive of any medical
reimbursements or credits.
2. Accumulated sick days, at the option and direction of the employee, to be applied in full
or partial days.
3. Accumulated vacation time, at the option and direction of the employee, to be applied
in full or partial days.
In no case shall the employee be eligible for more than their normal rate of pay.
8.11 RETIREMENT: All but public safety employees (Police and Fire) are covered by Social
Security (FICA).
8.11.1 STATE RETIREMENT SYSTEM: Public safety employees and regular full-time
employees are covered by the New Hampshire State Retirement System (NHRS)
immediately upon employment with the City. Regular full-time employees are
required to take part in the State Retirement System. Both the City and the
employee contribute to the Retirement system according to rates set by the State
Retirement Board and state law. Temporary and part-time employees (less than
thirty-five (35) hours per week) are not eligible to participate.
8.11.2 Employees who retire from the City (or any other municipality or school district
that is an NHRS employer) and return in a part-time capacity, must wait 28 days
before returning to employment on a part-time basis. For purposes of this section,
“part-time” is defined as less than 26 hours per week. The 28-day waiting period is
a requirement of the NHRS. If the required waiting period is not satisfied and/or
the 28-hour weekly maximum is exceeded, it may adversely affect the retiree’s
pension benefits.
8.11.3 PRIVATE RETIREMENT SYSTEM: The City offers additional retirement saving
options for employees through 457 benefit plans administered by third parties. The
City does not provide contributions to private retirement savings; therefore, the
amount of contributions are the sole discretion and responsibility of the employee.
Employees may choose to have pre-tax contributions deducted directly from their
paycheck through the City’s payroll system.
8.12 UNIFORMS: The City shall provide special protective clothing to employees whose duty
requires it. Items may include, but not be limited to, rain suits, safety boots, and coveralls
in particularly dirty environments. Specific needs should be discussed with and approved
by the employee’s department head. The employee is responsible for normal care of any
uniform, but the City shall replace such after normal wear-out. Uniforms shall not be worn
while off duty.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 33
ARTICLE IX - EMPLOYEE DEVELOPMENT
9.1 PURPOSE: It shall be the responsibility of the City Manager and department heads to
promote the training of employees to improve the quality of services provided by the City
and aid employees to equip themselves for career advancement in the City.
9.2 IN-SERVICE TRAINING: Each regular and probationary period of employment employee
shall be entitled to participate in in-service training programs developed by the City to
further their proficiency in their respective jobs or positions.
9.3 DETERMINATION OF PROGRAMS: In-service training programs shall be determined by
the City Manager and department heads and shall be administered each fiscal year as
allowed by the provisions of the annual budget.
9.4 OTHER TRAINING: If an employee wishes to take a course or training session related to
their City employment, they may request in advance approval from the City Manager who
may authorize reimbursement for up to 100% of the cost of the program upon evidence of
satisfactory completion of the course. Such approval will be dependent upon the relevance
of the course and the availability of funds.
9.5 RECORD OF TRAINING: A record of each course, training school, program, or conference
attended and satisfactorily completed by any employee shall be kept as part of the
employee's personnel record. It is the responsibility of the department head to document
training and provide it to the Human Resources Department for inclusion in employee’s
personnel file.
9.6 LICENSES: The City shall pay annual licensing or registration fees for employees when
such licenses or registration is required for the performance of the position. This shall not
include driving licenses.
9.7 PROFESSIONAL ASSOCIATIONS: The City shall pay for the annual dues or fees related to
membership in an employee’s professional association and an appropriate share of the
annual convention or association meeting if the budget permits.
ARTICLE X - RESERVATION OF RIGHTS
This handbook supersedes and replaces any and all prior versions of personnel policies and
procedures and its practices of the City of Lebanon. The policies outlined in this handbook should
be regarded as guidelines only and not contractual in nature. There is no guarantee of the continuance of
benefits contained herein. They are not intended to create any due process protections or requirements
in excess of federal or state constitutional or statutory requirements, nor do they guarantee any fixed
terms and conditions of employment and/or benefits.
The City retains the right to make decisions involving employment as needed to conduct its
work in a manner that is beneficial to the employees and the City of Lebanon. The policies and
procedures or any benefit described in this handbook may be revised or eliminated at any time
at the discretion of the City Manager. If and when provisions are revised or eliminated, changes
will be presented to the City Council as required by City Charter, and employees will be
provided notice and furnished with revised language.
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 34
DEFINITIONS/GLOSSARY
Purpose: To provide eligible non-bargaining employees with the benefit of personal leave,
while ensuring proper leave management and oversight.
Policy: It is the City of Lebanon’s policy to support and encourage employee work/life balance
by providing non-bargaining employees with paid time off from work. Further, it is the City of
Lebanon’s policy to properly manage all employee absences.
Responsible Parties: All full-time, non-bargaining employees.
Policy Definitions:
1. Eligible Employee – An employee who meets the criteria necessary under this policy to
receive certain provided benefits.
2. Employment Status – City designated employment category based on hours worked,
duration of employment, and FLSA law and regulations; includes categories such as full-
time, part-time, temporary, and seasonal.
3. Full-Time Employee– For non-bargaining employees, an employment category requires
a standard workweek of at least 35 hours.
4. New Employee (Newly Hired Employee) – A newly hired City employee; generally,
with less than a year of continuous service and subject to a probationary period of
employment.
5. Non-Bargaining Employee – An employee that is not represented by a union and for
which their employment is subsequently not governed by a collective bargaining
agreement (CBA); includes both exempt and non-exempt employees as defined under the
Fair Labor Standards Act (FLSA).
6. Part-Time Employee – An employee who is scheduled for less than 35 hours per week.
7. Pay Date – the Friday of each calendar week.
8. Planned Absence – A foreseeable or other absence that allows for the required advance
written notification of an employee’s intent to be absent from the workplace.
9. Probationary Period – A one (1) year introductory evaluation period of employment
during which an employee is employed in an at-will status. Probationary periods apply to
newly hired and newly promoted employees.
10. Prorated – Less than the full; to calculate, divide, or distribute something on a pro-rata
basis.
11. Regular - A year-round employee that is budgeted for 20-35 hours or more – typically
full-time 35 hours per week.
12. Unplanned Absence – An unforeseeable or other absence that does not allow for the
required advance written notification of a non-bargaining employee’
City of Lebanon Non-Bargaining Employee Handbook
Last Amended: April 10, 2022
Page 35
CITY OF LEBANON
NON-BARGAINING EMPLOYMEE HANDBOOK
EFFECTIVE: JANUARY 1, 2022
LIST OF AMENDMENTS:
APRIL 10, 2022
(Proposed to City Council March 10, 2022)
§6.3 Probationary Period of Employment
(To include §6.3.1, 6.3.2, and 6.3.3
§7.1 Hours of Work
§7.7.1 Time Keeping
§8.1.1 Paid Holidays
§8.1.6.1 Sick Leave Accumulation
§8.4 Parenting Leave