§ 2-230.05. Records and reports.

(a) The human resources department is responsible for establishing and maintaining comprehensive central personnel records of all city employees.

(1) A record of all leave earned by an employee will be maintained by HR.

(2) All adjustments to an employee's leave balances (sick leave donation, loss of safety day, correction of balance, etc.) will be forwarded to the finance department by the HR. No adjustments will be made to an employee's leave balances without the review and approval of the human resources director.

(3) The payroll administrator will forward a current listing of employee leave balances to the human resources director after the last payroll of the fiscal year.

(4) All personnel records of employees are maintained in the human resources department and are considered the official employee records. Duplicate files may be kept in the department at the option of the director.

(5) Employees should keep their personnel records current. This means immediately notifying the HR of any changes; such as, change of address (even if temporary), change of telephone number, change of beneficiary, number of dependents, divorce, marriage or any status change not previously reported, from that which was originally given at the time of employment. This is the responsibility of the employee and failure to comply may result in loss of employee benefits.

(6) The HR should be informed of any special training courses completed by an employee. Copies of diplomas or certificates shall be forwarded to the human resources department to become a permanent part of the employee's personnel file.

(b) Records retention and disposition. Consistent with applicable law, the HR shall determine the time limit that any personnel records shall be kept on file and the final disposition of such records.

(Ord. No. 2001-08, § 1, 6-19-01)