EMPLOYEE HANDBOOK Updated January 2020
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EMPLOYEE HANDBOOK
Updated January 2020
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
DISCLAIMER
The information contained in this handbook is summary information. It is designed to provide
general information to employees. City policies are subject to change. This handbook is unable
to reflect all changes immediately but is updated quarterly by HR Connect. Policy references are
provided for your convenience, but it is the employee’s responsibility to check the official CODI
Policy Site for updates or additional details. The information found on the official CODI Policy
Site supersedes the information provided in this handbook. If you have policy questions,
consult your supervisor, the CODI Policy Site, the Human Resources CODI Site or the Human
Resources Department through our customer service team, HR Connect.
The City Manager reserves the right to change or modify any policy, procedure or benefit. No
expressed or implied right to employment is granted by any information contained in this
handbook. The City is an at-will employer, and there is no guaranteed term of employment for
any employee (unless it is explicitly stated in a contractual agreement). The City of Durham
will comply with all applicable federal, state, and local laws.
The Human Resources Department is located on the first floor of City Hall in Suite 1600, and can
be reached by telephone at (919) 560-4214 or by email at HRConnect@DurhamNC.gov
***Acknowledgement of receipt*** - All employees must complete the online
acknowledgement of receipt via the EPEP system within 30 days of their start date.
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
Contents
DISCLAIMER .......................................................................................................................................2
TABLE OF CONTENTS ..........................................................................................................................3
CITY OF DURHAM ORG CHART..…………………………………………………………………………………………………………. 4
OFFICE LOCATIONS .....…………………………………………………………………………………………………………………… 5-6
2019-2021 HOLIDAY SCHEDULE .………………………………………………………………………………………………….……. 7
WELCOME/HISTORY/HISTORY OF THE FLAG ……….…………………………………………………………………………. 8-9
CORE VALUES, CITY & ADDITIONAL INFORMATION …….……………………………………………………………….. 9-10
PERSONNEL ACTION & PAYROLL SCHEDULE …………………………………………………………………………………. 11
2020 NEW EMPLOYEE ORIENTATION SCHEDULE ……………………………………………………………………………… 12
PAPA ALERTS ……………………………………………………………………………………………………………………………… 13-14
GUIDE TO READING YOUR PAYCHECK ………………………………………………………………………………………… 15-17
CITY OF DURHAM QUICK REF POLICY GUIDE ………………………………………………………………………………. 18-25
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
City of Durham Org Chart
City Government
The City Council, composed of the Mayor and six Council members, is the legislative and policy-
making body of the City government. Representing the interest of all citizens, the Council
passes resolutions and ordinances (local laws) with guidance from the City’s strategic plan. The
City Council appoints the City Manager, the City Attorney, and the City Clerk. All three serve at
the will of the Council. The City Manager is responsible for the administration of all City
activities and services. The City has 24 departments that collaborate in the delivery of City
services.
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
5 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
6 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
7 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
Welcome to the City of Durham!
We are glad you have joined nearly 2,700 employees of the City of Durham, North Carolina. City
employees are working hard every day to make Durham a great place to live, work, and play.
We are a city proud of our past and working hard to shape our future. Thank you for deciding to
contribute your talent and energy! This handbook outlines the basic standards of behavior
expected from City of Durham employees. Please read the disclaimer on the preceding page in
full before proceeding.
History
The NC General Assembly incorporated the City of Durham on April 10, 1869. Durham is named
after Dr. Bartlett Snipes Durham, who in the 1840s offered the land to build the railway station.
From its humble beginnings, Durham has grown into the fourth-largest city in North Carolina.
In its early years, Durham was known as a banking and tobacco center. Durham was nicknamed
the “Bull City” in the late 1800s after a popular local brand of tobacco. Between 1900 and 1925,
North Carolina Central University and Duke University were founded. These institutions have
established Durham as a city of high academic acclaim.
With the creation of the Research Triangle Park (RTP) in the 1950s, Durham began to evolve
into a global center for information technology, biotechnology, pharmaceuticals, and medicine.
The City of Durham is also known as the “City of Medicine,” with healthcare as a major industry.
Durham is home to the world famous Durham Bulls baseball team, and a renowned theater, the
Durham Performing Arts Center (DPAC). Take the time to visit some of the many restaurants,
shops, and sights within our dynamic, diverse City.
History of the Flag of Durham
The City of Durham’s flag, designed by artist Al Nichols, unites our rich history with what
promises to be a dynamic and prosperous future. The flag is the foundational element of the
City’s logo as it unites our community under our shared dedication to our core values:
Blue Courage
Red Action & Progress
Gold High Quality in all Growth
White High Ideals
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
The “seven stars” on the flag represent a group of stars called the Pleiades or the “seven stars”
found in the Taurus constellation. The stars reflect Durham’s spirit and story:
1. Arts
2. Commerce & Industry
3. Education
4. Medicine
5. Human Relations
6. Sports & Recreation
7. Preservation of Rich Heritage
Strategic Plan
The City is guided by our strategic plan. Much of what you will do each day for the City has its
grounding in this plan. The plan lays out the City’s:
Vision - Durham is the leading city in providing an excellent and sustainable quality of
life.
Mission - To provide quality services to make Durham a great place to live, work and
play.
Strategic Goals –
Shared Economic Prosperity
Creating a Safer Community Together
Connected, Engaged, and Diverse Communities
Innovative and High Performing Organization
Sustainable Natural and Built Environment
Our Core Values
The City of Durham uses an inclusive process to define its core values, involving hundreds of
employees from across all departments and all levels of the organization. Our values are:
Our Employees
Integrity
Customer Service
Teamwork
Leadership
Open Communication
Fairness
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214City Information
Official information about the City, City Departments and City Services are available via the
City’s website at DurhamNC.gov.
Learn more about the City’s history at the Museum of Durham History,
www.museumofdurhamhistory.org.
Find out about what’s going on at the Durham Convention & Visitor’s Bureau, www.durham-
nc.com/things-to-do/ .
Local news coverage and commentary can be found in the Herald-Sun, the News & Observer,
and the Independent Weekly.
Official social media accounts include @CityofDurhamNC on Twitter, a Facebook page, YouTube
videos, and a host of departmental accounts.
Additional Helpful Information
CODI houses all department-specific information, forms and policies. It is accessible on most
mobile devices.
Durham One Call manages the City’s lost and found.
To notify someone that their car lights are still on in the parking lot or garage, please contact
the Transportation Department at 919-560-4366.
City Employees are paid up-to-date. There is no pay lag at the City of Durham. Instead, all
employees (exempt & non-exempt) are paid the same bi-weekly rate based on their salary.
All exceptions such as time missed from work or overtime are reflected the following pay
period or later when the personnel action form (PAF) is processed.
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-421411 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
12 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
13 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
14 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
15 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
16 Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214
Credit Union Memberships
Credit unions differ from traditional banks due to the fact that they are all nonprofit
organization. This is because they are owned by their members. This also allows credit unions
to be very competitive with their services and rate. The City of Durham has existing
relationships with both Members Credit Union and Local Governments Federal Employees
Credit Union. Please visit both organization’s websites for more information and direct contact
information.
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214City of Durham Quick Reference Policy Guide
Human Resources Management policies - cover employment, pay, benefits and employee
related issues.
Police Officers also have General Orders to which they are subject. General Orders are
distributed to individual officers.
Fire Officers also have additional rules by which they are governed.
Mandatory Training Policies
Employee Ethics Policies (HRM 801-808) the purpose of this Ethics policy is to establish
a policy to promote and demand the highest standards of ethics from all employees and
to provide guidance on specific ethical topics.
Substance Abuse and Testing (HRM 714-2) this policy provides guidance to all
employees and supervisors concerning the City’s position on the use of controlled
substances and their effect on the workplace.
Anti-Harassment (708) the policy of the City of Durham to maintain a working
environment that is free from all forms of discrimination, including sexual harassment.
Workplace Violence (HRM 724) the purpose of this policy is to establish a Zero
Tolerance Standard with respect to acts of intimidation, threats of violence, or acts of
violence relating to workplace (violence which stems from an employment
relationships).
Employee Performance Evaluation Program (EPEP) - The City of Durham’s online
annual appraisal and performance management program. The following key functions
are performed and/or recorded in EPEP:
o 1:1s between supervisor and direct reports
o Feedback in the form of journal or manager notes, recognition, and coaching tips
o 3-month & 6-month (probationary) reviews
o Mid-Terms (Dec) & End-of-year/Annual Appraisals (June)
o Acceptable User Acknowledgement/Sign Off Form (Annual sign off/New Hires
Only)
o Group “1” or “2” Severe Weather Designation (Annual sign off/New Hires Only)
EPEP Annual Appraisals are tied to “pay for performance or “merit” increases. All
employees who were rated as “Effective” and above by the established deadline will
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214receive their increase effective July 1 of the fiscal year immediately following the rating
period.
Employment Policies - The employment policies cover employment-related activities ranging
from recruitment and onboarding to promotion all the way through separation. These policies
also cover different employment statuses and grievance. Please consult the City’s policy site or
HR Connect for more information on any of these policies.
Recruitment and Selection (HRM 301) completion of the probationary period is not
required prior to applying for internal City employee posted position. Employee must
complete the “Internal Application”.
Employment of Relatives (HRM 307-1) is allowed except, no direct supervision is
allowed and all polices are applicable to relatives. City Manager’s approval is required
prior to hiring a relative. Relative is defined in the policy and in the handbook.
Performance Management Policy (HRM-303-1) provides new employees with an
overview Performance Management system (those in their 6-month probationary
period) is held monthly. Employees should enroll in the following training courses at any
time within the three six months of employment:
o Job Results Measure What Gets Done
o Job Behaviors Measures How It Gets Done
o Problem Solving
o Optional Job Behaviors List
Probationary Policy (HRM-313-1) The City provides guidelines to govern the at will
probationary period for new employees and for current employees who have a job
change due to a promotion, demotion, transfer or reassignment on performance. No
grievance rights are extended to probationary employees but a letter can be written to
the department head as a matter of appeal.
Disciplinary and Grievance Policies (HRM-322 & HRM 323) has consistent/equitable
guidelines and to correct problem not punish the employees. Discipline for misconduct
will be based on the specific conduct that occurred. Conduct issues are considered
serious and the discipline may begin at any disciplinary step.
Reasonable Accommodations (HRM 341-1) The City of Durham will not discriminate
against qualified individuals with disabilities regarding application procedures, hiring,
advancement, discharge, compensation, training or other terms, conditions and
privileges of employment.
Separation (HRM 310-1) Per policy, the minimum notices that should be given, when an
employee intends to leave employment with the City, are as follows:
o One calendar week for non-exempt employees,
o Two calendar weeks for professional, technical and administrative employees,
and
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214o Three calendar weeks for supervisors, division managers, department directors
and above.
o All employees leaving are asked to complete the exit survey online. The exit
survey is requested to help the City understand your experience as an employee
and help the City to improve working conditions. HR asks all employees leaving
employment with The City to:
1. Visit the survey site to either opt in (take the survey) or opt out (not take
the survey).
2. Print the thank you screen that will pop up as proof of completing either
activity in step 1 above.
3. Bring the screen shot with them to the HR office to pick up their final
check.
After your department has submitted your separation checklist, your final check will be
available in Human Resources on the payday after your separation from the city. You
can also request for it to be mailed.
Retiree’s final check will be available the last day of the month before the effective
retirement date.
You will need a valid/non-expired ID to pick up your final check. If you wish for your
check to be picked up by someone else, you will need to provide an email to HR Connect
stating the person’s name and the date that you authorize them to pick up your check, a
signed letter or a signature as part of the exit process releasing it to the other individual.
Please notify the person designated to pick up your check that they will also be asked
for a valid ID.
Salary Administration Policies
Overtime (HRM-403) The City must comply with the Fair Labor Standards act (Federal
Law). For non- exempt workers are traditionally hourly paid. Exempt employees- not
eligible for overtime pay.
Management Leave (HRM-404) is granted once per year to exempt employees who
frequently work beyond their regular work week. It is not hour for hour. It is use it or
lose it. Exempt employees do not earn compensatory leave.
Acting Assignment Policy (HRM-407-1) if you are required to act in another position,
you will be given a temporary salary increase after 14 calendar days of performing the
other duties. Your increase will be either 5% above your current pay rate or up to the
bottom of the pay band of the new job. Employees acting in the position may compete
for the position when or if it comes available.
Workplace Standards
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214 Attendance and Punctuality (HRM-702-1) Attendance must come to work as assigned
and on time; if you cannot report you must contact your supervisor in advance as
specified –failure to call in for 3 consecutive workdays = resignation without notice. (Do
you know TIME and TO WHOM to call in?)
Flexible Work Schedules (HRM 707-1) The City will allow flexible work schedules for
eligible City employees and allows changes in work schedule by management based on
production, weather or other administrative needs. Employees occupying positions such
as a sworn Firefighting and Police Officers positions, emergency response and plant
operations positions are not eligible for flexible.
Proper Dress (casual Friday included) (HRM-701-1) no formal dress code- you must
dress appropriately for your job; determined by the supervisor; if issued a uniform you
must wear the entire uniform while on duty CASUAL FRIDAY is in effect for those who do
not have to wear uniforms. You must look professional at all times. If you have business
meetings on Friday, you are expected to wear normal business attire.
Solicitation and Delivery of Personal Items in City Hall and Facilities (HRM-704-1)
allowed but limited. Red Cross blood program, seven stars campaign, cards, flowers,
donations for City employees. Other solicitations—Girl Scout cookies, school drivers,
etc., should be limited in work time used and in the frequency allowed.
Severe Weather/Emergency Reporting (HRM-730) supervisor/managers are required to
designate all employees as group 1 or group 2 for severe weather purposes. This
designation is given and acknowledged in the Employee Evaluation Program (EPEP).
o Group 1 Employees - by nature of their jobs are required to report to work when
a limited service schedule is put into effect by the City Manager.
o Group 2 Employees - by nature of their jobs are not required to report to work
when a limited service schedule is put into effect by the City Manager. The
designation can be changed at any time as determined by the Department
Director.
o Any closings or delays will be determined by the City Manager and notification
will be available via the City of Durham Intranet (CODI), City of Durham website,
media outlets (WRAL, WTVD, DTN), Public Affairs Priority Alerts (PAPA) Employee
Emergency Notification System and Durham One Call for a recorded weather
announcement.
Political Activities (HRM-705-1) not authorized on City time and no use of City property;
no money solicited from City employee; you are encouraged to vote; you can run for
office. If running for City Council in Durham—a leave of absence would need to be taken.
There is no specific voting time allowed. Schedule adjustments and/or use of leave
should be determined in advance with your supervisors.
No-Smoking Policy (HRM-720) Prohibiting smoking and the use of smokeless tobacco
products in the workplace and no smoking in City Buildings. No smoking near entrances;
outside in designated areas only; No smoking in City vehicles unless all in the vehicle
agree.
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214Benefits & Leaves Policies
Benefits are continually reviewed and upgraded. Details, and a summary of the current
benefits to include health, dental, life and retirement benefits are available online in the
benefits summary guide. Printed guides are distributed at the time of open enrollment. A
limited number of printed benefits guides are available after that time. If you elect not to have
insurance through the City, then a medical waiver form is required. Please refer to the benefits
summary guide or contact HR Connect for the most up to date benefits information on the
aforementioned benefits.
Time Off/Leaves of Absence policies cover the City of Durham’s leave policies to include but not
limited to: Paid Holidays, Annual & Sick Leave, Family Medical Leave Act (FMLA) & Funeral
Leave. Please consult the City’s policy site or HR Connect for more information on any of these
policies.
Retirement (HRM 508-3) - The North Carolina Department of the State Treasurer
administers the NC Local Governmental Employees' Retirement System. All full-time
regular and temporary with benefits City employees are required to contribute to the
Retirement system.
You are required to contribute 5% of your salary toward the Local Government
Employee’s Retirement System (LGERS). The City matches this 5% contribution. Your
contribution is automatically deducted from your paycheck. Contact Orbit, the NC
Retirement Administration at www.orbit.myncretirement.com, 1-877-627-3287 or by
email at nc.retirement@nctreasurer.com.
Employee Assistance Program (EAP) (HRM 523-1) - Personal issues, planning for life
events or simply managing daily life can affect your work, health and family. ComPsych®
GuidanceResources® provides support, resources and information for personal and
work-life issues. GuidanceResources is company-sponsored, confidential and provided
at no charge to you and your dependents. Additional information on this program can
be obtained by visiting the EAP/Benefits CODI site or by contacting the EAP provider
directly.
Paid Vacation Leave (HRM 502-2) “Vacation” leave is based on length of service with
the city and is granted biweekly. It is a paid leave, used with supervisor
approval. Employees can only carry over 240 hours between years (360 for fire).
Accrual rate per pay period for Full-time probationary and regular employees and
temporary with benefits employees:
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214Length of 75 Hour 80 Hour Sworn Sworn
Service Employees Employees Fire Police
0 – 3 years 3.692 3.938 5.538 3.692
4– 9 years 4.615 4.923 6.923 4.615
10 – 15 years 5.538 5.908 8.308 5.538
16 – 20 years 6.461 6.892 9.692 6.461
21 + years 7.384 7.877 11.077 7.384
Accrual rate per pay period for part-time employees working an average of 30 hours per
week for one year begin earning vacation leave in month thirteen (13) according to the
following accrual table (See HRM 308 – Temporary/Part time Employment Policy):
Length of Service Hours Earned Per 26
Biweekly Pay Periods
0 – 12 months 0
13 – 60 months (through year 5) 2
61 – 168 months (5 years through year 14) 3
169+ months (more than 14 years) 4
Sick Leave (HRM 503-4)
Hours Sick Leave Accruals
37.5 per week 3.3692 biweekly
40 per week 3.938 biweekly
Law Enforcement 3.3692 biweekly
Fire Department 5.539 biweekly
Sick leave is provided to you to insure against the loss of income during an extended
illness. The excessive use of sick leave or failure to use sick leave for the purposes for
which it is intended can result in disciplinary actions including discharge. Your
supervisor may require a doctor's note to verify the use of sick leave. You may not work
for the City or another employer while on sick leave.
New hires may transfer an unlimited amount of sick leave earned during their previous
employment if their immediately preceding employer was an NC State government
agency, NC Municipality, or NC County government. A letter or sick leave transfer form
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214must be sent to the City of Durham’s Human Resources Director within the first six
months of employment.
FMLA (Family Medical Leave Act) (HRM 607-1) The City will comply with FMLA by
providing twelve weeks of unpaid leave for serious health conditions of the employee or
the immediate family.
Shared Sick Leave (HRM 504-1)
Sick leave can be voluntarily donated by City employees to other City employees who
are involved in a verifiable medical emergency. This policy is only applicable to medical
emergencies involving the employee or a member of the employee's immediate family.
The potential sick leave recipient must have exhausted or be expected to exhaust all
paid leave credited to his/her account before any donated leave can be used. The City
may publicize the names of employees who are in need of donations if authorization is
given by the potential recipient or representative. No employee may be coerced,
threatened, or intimidated regarding the donation, receipt, or use of donated sick leave.
Paid Temporary Disability Leave (PTD) (HRM 535-2) Applicable to regular full-time and
temporary-with benefits, the use of PTD is designed for specified temporary disabilities,
off-the-job injury/illness and non-compensable on-the-job/illness and for diagnosed
terminal illnesses. Qualified employees will be paid their gross base salary for up to six
(6) calendar weeks from the date of disability without charges to the employee's
accumulated leave once doctor’s certification is received. PTD can only be used once
every 2 years.
Disabilities covered are:
Paralysis (temporary/less than one year)
Surgery which requires at least a 2 calendar-week recuperation period
Diagnosed terminal illness (cancer, AIDS, etc.)
Condition which would render an employee unable to walk when walking is a
normal part of his/her job
Employees are advised to review policy HRM-535-1 PTD for usage and coverage
stipulations. PTD is not granted until written certification is received from your doctor
indicating one of the disabilities covered. Medical certification should be submitted with
the request to the Human Resources Department. The Human Resources Department
will notify the employee and his/her department concerning the leave request.
Department Directors are responsible for implementing requests that are consistent
with the PTD policy. Use of PTD is counted against the FMLA entitlement.
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214 Paid Paternity Leave (HRM 609-1) Regular full-time or temporary-with-benefits employees
who are FMLA eligible are also eligible for maternity or paternity leave. This leave includes
childbirth, adoption, and other forms of legal guardianship such as court ordered child
placement.
This is a paid benefit that does not require the use of accrued leave balances. There is,
however, no intermittent use of Paid Parental Leave. Employees are asked to request
Paid Parental Leave 30 days prior to the expected leave start date.
The City of Durham will continue to pay its portion of the cost of an eligible employee’s
benefits during Paid Parental Leave. The eligible employee’s share of the premiums will
be deducted from his or her pay in accordance with normal practice. Premiums for
ancillary products that the employee has enrolled in will continue to be deducted as
well. The City will continue contributions to 401(k) and State Retirement systems.
Vacation and sick leave benefits will continue to accrue during the period of Paid
Parental Leave.
Other City of Durham Policies that a new hire should become familiar with as part of their
onboarding process:
Public Affairs Policies
o PA-3-3 covers guidelines and best practices for departments and individual
employees representing the City on social media platforms.
Finance Policies
o FP 103-2 covers travel, bill payment, payment for personal use of City cell phones
and grants
Safety Policies
o S201 covers safe working policies and procedures and OSHA requirements.
Technology Solutions Policies
o ITP1 covers the use of computers, email, the Internet/Intranet, cellular phones,
beepers/pagers:
E-mail is not private
No unauthorized visits to inappropriate Internet sites
Internet availability is for City business
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Questions? Visit the HR CODI Page, email HRConnect@DurhamNC.gov, or call 919-560-4214You can also read
