Physical Plant Department
Policies and Procedures Manual

Table of Contents - Last issue/revision date

Administrative Files Access - 08/11/03
Administrative Leave - 09/01/99
Annual Leave - 09/01/04
Annual Leave Files - 08/11/03
Catastrophic Leave - 09/01/04
Cellular Telephones - 09/02/04
Central Files - 08/11/03
Chemical Purchasing - 01/21/00
Confidential Medical Files - 09/23/04
Departmental Communications - 09/02/04
Drinking Water - 09/18/99
Drivers’ Licenses - 11/10/99
Equipment Checkout - 09/01/04
Excavation Practices - 10/25/99
Family and Medical Leave Notice - 10/19/04
Filing - 08/11/03
Grievance Files - 08/11/03
Hire Packet Files - 09/02/04
Honoraria - 12/08/98
I.D. Badges - 09/01/04
Inclement Weather - 11/20/02
Information Systems - 09/02/04
Integrated Pest Management - 11/16/99
Jury Duty - 11/10/99
Management Desk Files - 09/02/04
Media Contact and Response - 03/11/03
Medical/Dental Certification - 09/02/04
OEO Case Files - 08/11/03
On-the-Job Injury Reporting - 08/11/03
Personal Behavior - 09/02/99
Personnel Files - 08/11/03
Petty Cash - 10/12/04
Prescription Safety Glasses - 09/02/04
Protective Equipment - 09/14/99
Purchasing - 10/29/99
Safety, Health, and Environmental Affairs - 09/02/99
Safety Shoes - 09/02/04
Security Gates and Access Doors - 09/02/04
Separation - 09/09/04
Special Events - 09/02/99
Surplus Property - 10/29/99
Telecommunications - Deleted 07/21/03
Timekeeping - 10/21/03
Timekeeping Files - 10/20/03
Timekeeping Jackets - Deleted 06/?/03
Timekeeping Security - 09/09/04
Tools - 09/02/99
Training Files - 09/09/04
Turf Protection - 01/13/99
Uniforms - 06/09/03
UNM Vehicle Use - 09/09/04
Utilities Division Overtime - 09/09/04
Utility Tunnel Security and Work Authorization - 05/11/00
Voting - 11/03/00

Policies:

ADMINISTRATIVE FILE ACCESS:

OBJECTIVE: To improve accountability and to more accurately track file dispersal.

A. Access to administrative files is limited to the following Physical Plant Department personnel:

1. Director
2. Associate Directors
3. Accounting Manager
4. Assistant to the Director
5. Administrative Support Group
6. Human Resources Manager
7. Persons designated by an above authorized person

B. To obtain a file, the following procedures are to be followed:

1. If a person with access to the files locates a file on their own.

a) An out-card must be completed and initialed for every file or document removed from the file room.

2. If a person with access to the files would like someone else to locate a file.

a) Contact a member of the Administrative Support Group to request the specific file or document.
b) Initial the out-card when picking up the file or document.

C. All files and documents must be returned to a member of the Administrative Support Group for refiling by 5:00 p.m. the same day.

D. Since these files are the department’s historical record of activities, copies of documents placed in the administrative files are permitted, but no documents may be removed from the files.

ADMINISTRATIVE LEAVE:

OBJECTIVE: To be clear and concise when placing an employee on administrative leave, both in respect for the employee and to avoid grievances relating to pay status or other matters.

A. Administrative leave is intended for those who pose a threat to the work group. When removing an employee from the workplace while investigating some act or behavior, the following procedures must be followed:

1. Unless approved otherwise by the director, the employee should be placed on administrative leave with pay, pending the outcome of the investigation.
2. The employee needs to be informed specifically of his/her pay status, i.e., leave with pay.
3. This action should be documented and a copy given to the employee as soon as possible.
4. All UNM keys assigned to the employee being investigated should be retrieved by the appropriate manager at the time the employee is placed on leave.

a) A current listing of assigned keys is available from the lock shop.
b) A complete list of all keys returned and of keys found missing is to be made at the time of the retrieval, and a copy given to the employee as a temporary receipt.
c) If necessary, the UNM Police may be summoned to assist in gaining return of the keys, which are UNM property.

B. See University Business Policy #3415, “Leave with Pay” for further information.

ANNUAL LEAVE:

OBJECTIVE: To clarify responsibilities of employees and management as it pertains to annual leave requests and time off.

A. Scheduling of annual leave:

1. While annual leave is normally scheduled in accordance with the employee’s wishes, continuity of operations must be maintained. Consequently, the University reserves the right to schedule an employee’s annual leave in accordance with the needs of the University.

B. Approval for annual leave:

1. Annual leave is taken with the approval of the employee’s manager.

C. Length of annual leave:

1. Normally, fifteen working days will be the maximum length of any one-leave period. Unusual circumstances may warrant a longer period. Under such circumstances, the appropriate associate director may approve longer periods.
2. Normally, the maximum number of employees on scheduled annual leave on any date shall not exceed 25% of the shop or section. At the Ford Utilities Center, 30% is an acceptable practice, due to shift staffing needs.
3. All normal, scheduled periods of annual leave will be requested in advance and approved by the employee’s manager.

a) Long-range scheduling:

i) Employees should be encouraged to request annual leave dates for the coming year (February 1 through January 31) by February 1 of that year.
ii) Periods of up to three weeks may be requested. If there is a conflict in dates, the employee with the most years of continuous employment will be given first choice.

b) Short-range scheduling:

i) Those who did not schedule annual leave prior to February 1 may request time off at any time later in the year. However, the long-range schedule and the 25% maximum rule must be adhered to.
ii) Annual leave of six to fifteen working days must be approved at least ten working days prior to the first day of leave. Leaves of five days or fewer must be approved at least three days in advance.

c) Emergency (unscheduled) leave:

i) Emergency leave may be granted without advance notice for emergencies or business that cannot be conducted outside of regular working hours.
ii) For these purposes, the definition of an emergency shall be any event of a serious nature that could not, within reason, be predicted. The University may require satisfactory evidence that an emergency did in fact exist. A change in the employee’s personal plans would not be considered an emergency.

d) When leave has been denied and the employee fails to report, the time should be charged to “leave without pay” and appropriate disciplinary action should be taken.

Upon return from annual leave, all personnel will immediately report the taking of annual leave on the appropriate form.

ANNUAL LEAVE FILES:

OBJECTIVE: To keep accurate records of employees’ annual leave.

A. Access to the annual leave file is limited to the following PPD personnel:

1. Director
2. Appropriate Associate Director
3. Appropriate Manager
4. Appropriate Supervisor
5. Appropriate Employee
6. PPD Human Resources Staff
7. PPD Payroll Office Staff

B. The following procedure should be used to obtain a file:

1. The person with access authority will go to the PPD Payroll Office and request a Payroll Office employee to pull an employee’s annual leave file for a particular pay period.
2. A PPD Payroll Office employee must be present until the file is put away.
3. The annual leave form may not be removed from the file or taken from the PPD Payroll Office. A copy may be obtained from PPD Payroll Office staff.

Attachment: Document Routing Procedures
Absence Report for Exempt and Non-Exempt Personnel form
Monthly Absence Report for Exempt Personnel form

CATASTROPHIC LEAVE:

OBJECTIVE: To clarify University Business Policy #3430, “Catastrophic Leave Program” as it pertains to the Physical Plant Department.

Participation in the Catastrophic Leave Program is voluntary. (See UBP #3430.) Forms and information can be obtained at www.unm.edu/~ubppm/ubppmanual, policy #3430 (Exhibit A), or from the UNM Human Resources Department.

A. A PPD employee who wishes to request Catastrophic Leave should complete the following steps:

1. Obtain and complete a Catastrophic Leave Program Application form and a Health Care Provider Certification form.
2. Employee gives the completed forms to his/her manager or supervisor, whose signature is required on the request form.
3. The manager/supervisor forwards the signed and completed forms to the director for approval or denial.
4. The director will forward the forms to the PPD Payroll Office.
5. The PPD Payroll Office will distribute the forms to the correct office(s) for review or for processing within the time specified by UNM Policy, retaining any allowable copies in the Confidential Medical File of the employee.

CELLULAR TELEPHONES:

OBJECTIVE: To protect the department from significant financial loss, as cellular phones are a pilfer able asset, and costly airtime can be misused. A stolen telephone can accumulate thousands of dollars in charges before its loss is noted and its access to service is canceled

A. Cellular telephones, which are assigned to an individual, will be the responsibility of that individual to safeguard and protect from misuse. The telephone shall be kept in a locked/secure area when it is not in the immediate possession of the responsible employee.

B. If a cellular telephone is lost or stolen, the Physical Plant Department may be liable for calls, up to the time we report the loss to the cellular company. Users are required to report a lost telephone to their supervisor immediately. Any unusual or unauthorized airtime usage is to be reported to a supervisor as soon as it is discovered.

C. Members of the Administrative Support Group will give cellular telephone numbers only to the director and his/her assistant, associate directors, and immediate supervisors and managers. In any other circumstance, someone from the Administrative Support Group will take a message and, if required, contact the person on their cellular telephone.

D. Cellular telephones are to be used for University business only. Users should be aware that the air time is billed for both incoming and outgoing calls, including calls to “toll free” numbers. Long distance and roaming charges may also apply, depending on how the telephone is used. Therefore, cellular telephones should be used only for essential University business calls and never when other phones are readily available.

E. Personal calls are not to be made on cellular telephones unless it is an emergency, and even then the call should be as brief as possible.

F. The supervising associate director will require the supervisors of all cellular telephone users to review monthly billings and certify that all charges, including charges for any personal calls, are appropriate.

G. Physical Plant employees are not to use cellular telephones while driving University vehicles. Vehicles are to be safely pulled off the road and parked before an employee makes or answers a call.

H. Cellular telephones should not be used in potentially explosive atmospheres. Though it is rare, cellulartelephones and/or their accessories could generate sparks, and therefore should not be used in explosive atmospheres.

CENTRAL FILES:

OBJECTIVE: To improve accountability and to more accurately track file dispersal.

A. All correspondence pertaining to the commitment of PPD resources must be sent to the central files.

B. The PPD central filing system utilizes logical subject headings, which allows beginning users access to information with minimal training. It has generalized categorical designations that lead to more specific sub-categories. This subjective filing system directs users from general categories to specific files through a comprehensive index list. The result is a retrieval system that may easily be used by anyone.

C. Access to the central files is limited to the Administrative Support Staff.

D. To obtain a specific file, the following procedure is to be followed:

1. A member of the Administrative Support Staff will locate the file.

a) Only the director and associate directors may take files out of the file room. The person removing the file must complete an out-card.
b) The file must be returned to a member of the Administrative Support Staff to be refiled the same day.

E. To obtain a specific document, the following procedure is to be followed:

1. A member of the Administrative Support Staff will pull the document from the file, make a copy, stamp the document “copy”, and immediately re-file the original.

F. Since these files are the department’s historical records of activities, no documents may be removed from the central files, but copies of documents are permitted.

G. If documents sent to the central files would be more appropriately filed in a different location, they will be forwarded to the appropriate location. If the appropriate location cannot be determined, the documents will be returned to the sender.

Attachment: “Document Routing Procedures”

CHEMICAL PURCHASING:

OBJECTIVE: To enable the Physical Plant Department to comply with the University-wide Chemical Purchasing Policy, while continuing to purchase chemicals efficiently.

A. PPD and SHEA will work together to develop chemical inventories for each section within the department.

1. Biannually, during the fourth quarter of the fiscal year, PPD and SHEA will update the chemical inventories.
2. Employees may purchase chemicals that are on their section’s chemical inventory without notifying SHEA of the purchase.

CONFIDENTIAL MEDICAL FILES:

OBJECTIVE: To ensure confidentiality of employee health information, consistent with the HIPAA Act.

A. Access to an employee’s confidential medical file is limited to the following PPD personnel:

1. Director
2. Appropriate Associate Director
3. PPD Human Resources Staff
4. Employee

B. A member of the PPD Human Resource staff will pull an employee’s confidential medical file for any above-authorized person

1. Confidential medical files may be checked out only by the director, appropriate associate director or the PPD Human Resources staff.
2. Any person removing a file from the PPD Human Resource Office must sign and date the log sheet for both checkout and return.

C. Documentation filed in the Confidential Medical Files may include, but is not limited to:

1. FMLA letter of availability
2. FMLA request forms
3. Signed Sick Leave yellow slips
4. First Report of Accident forms
5. EOHS reports
6. Physician statements

Attachment: “Document Routing Procedures”

DEPARTMENTAL COMMUNICATIONS:

OBJECTIVE: To ensure that the PPD central files contain complete and accurate records of all department activities, and that the receipt of various written departmental communications is acknowledged.

A. All correspondence moving into, out of, or within the department that pertains to activities for which department programs, funds, or personnel are obligated must be copied to the central file.

1. This requirement is the responsibility of both the author and the receiver of such documents.
2. Other items of general or specific interest to the campus facilities, e.g. historical significance, remodels, utility or equipment change-outs, space assignments, etc., that may be useful for informational, insurance, and/or billing purposes.
3. A printed copy of E-mail messages pertaining to these subjects must also be forwarded to the central file.

B. When requested, employees must acknowledge their receipt of written communications by signing them. Signing such documents does not necessarily indicate agreement or disagreement with the information contained in the document, but rather an acknowledgment that the employee has received the information.

1. Documents requiring signatures include, but not limited to, staff performance evaluations, absence reports, meeting attendance rosters, and workman’s daily job report descriptions.

DRINKING WATER:

OBJECTIVE: To ensure compliance with all federal and state laws related to the treatment and supply of quality drinking water. To address all concerns about the quality of potable water that is provided to University facilities.

A. All complaints about water taste, smell, or cleanliness will immediately be forwarded to the water technician at Ford Utilities Center.

1. The technician will immediately respond to all complaints to ensure that no one’s health or safety is at risk.

a) If the technician suspects contaminated water, the source will be identified and tagged “do not drink” or removed from service.
b) Appropriate samples will be taken and tested.

i) Upon receipt of analysis, the department and person making the complaint will be notified of the results.
ii) If maintenance action is necessary, the technician will immediately initiate a priority work order.

B. The Physical Plant Department will not pay for bottled water for campus users unless there is a professionally verified water chemistry problem that cannot be resolved, and then only bulk (large bottle) service will be provided.

DRIVERS’ LICENSES:

OBJECTIVE: To prevent a potentially serious and significant liability condition for the University, which could occur were any employee to drive a University vehicle with a suspended or revoked license.

A. All personnel who drive official vehicles and other University equipment must have the appropriate, current, State of New Mexico Driver’s License(s) and a University of New Mexico vehicle operator’s permit.

1. Personnel may not drive University vehicles with suspended, revoked, or expired licenses.
2. Employees who are required to drive University vehicles are obligated to keep their license current, as a condition of their continued employment in that position. Failure to notify their direct supervisor immediately of any change in their permit status will be considered grounds for disciplinary action.
3. All University employees are required to attend a driver’s training course provided by SHEA before driving any University vehicle. They will be given a university vehicle operator’s permit after successful completion of the course.

B. Notification of this policy must be included in new employee orientation materials for all employees who may be required to drive a University vehicle in performance of their jobs.

1. The hiring supervisor is required to conduct a pre-hire screening for valid and current New Mexico operator’s permit. This can be obtained through SHEA for all personnel who are required by their job description to drive.

EQUIPMENT CHECKOUT:

OBJECTIVE: To safeguard equipment, and to ensure its proper use and timely return

A. The following equipment is available for use in University-related activities and may be checked out:

Administration:

1. Digital camera
2. 35MM camera
3. Overhead projector
4. Projection screen
5. Slide projector
6. Video camera

Information Systems:

1. In focus Projector
2. Laptop Computer
3. Computer Interactive Whiteboard
4. GPS

B. To check out materials, the following procedures must be followed:

1. Contact the Administrative Staff or the Information Systems Group.
2. The staff member will check on availability and sign it out to you if it’s available.
3. The staff member will then locate the item for you to pick up. The appropriate staff member can train you to use the equipment properly. Please ask for instructions if you have not used the equipment before.

C. All items must be returned to the applicable group by the date and time agreed upon. Any problems with the equipment should be reported at the time of return.

D. If a person has reserved the conference room for a meeting and needs equipment for a presentation, the equipment must be requested separately from the room. Reserving the conference room does not automatically entitle one to use the equipment unless the equipment is permanently installed in that room.

E. It is the responsibility of the equipment user to notify appropriate staff of any malfunctions, so the equipment can be repaired or replaced.

EXCAVATION PRACTICES:

THIS POLICY IS BEING REVISED

FAMILY AND MEDICAL LEAVE NOTICE:

OBJECTIVE: To ensure that employees are aware of their eligibility for family medical leave.

A. When an eligible employee reaches a sick leave balance of approximately 40 hours, they should be notified, in writing, of their eligibility for family medical leave.

1. When an employee is taking significant amounts of sick leave, their manager or supervisor should monitor the employee’s leave balance. The employee might require counseling on use of sick leave and should be informed of possible eligibility for family medical leave.
2. Each month PPD Accounting generates a list of employees with 40 or less hours of accrued sick leave. This list is provided to the PPD Human Resources manager.
3. When the sick leave balance falls below 40 hours, the PPD Human Resources staff will notify the employee by letter, of their eligibility for family medical leave.

a) A copy of the letter should be sent to the appropriate associate director and the employee’ PPD confidential medical file.

Attachment: Family and Medical Leave Entitlement Letter
FMLA Request Form

FILING:

OBJECTIVE: To ensure that documents that need to be retained are routed to the correct location in a timely manner.

A. Document routing responsibility:

1. Employees who generate documents should route them to the appropriate office in a timely manner.
2. Employees who receive documents from outside the Physical Plant should route them to the appropriate office in a timely manner.

B. Once received in the appropriate office, documents will be date stamp received and filed in a timely manner, as designated by the manager of that section, with the exception of the following:

1. OEO Case Files and Grievance Files must be filed by the PPD Human Resources staff as soon as they are received.

C. Requesting a document

1. When requesting a specific document or file, please have one or more of the following pieces of information:

a) Date of the document
b) Author and recipient of document
c) Key words, including subject

D. For the purpose of tracking written discipline, a log will be kept by the PPD Human Resources staff of all written warnings, suspensions, and terminations that are filed in PPD personnel files. The log will contain the following information:

1. Employee’s name
2. Date of action
3. Type of action (written warning, intent to suspend, suspension, intent to terminate, termination)
4. Reason for discipline (invalid driver’s license, absenteeism, disrupting work, etc.)
5. Description of discipline (administrative leave, three-day suspension without pay, etc.)
6. Date item was filed in PPD personnel file and sent to Human Resources Labor Relations Office)

E. Each type of file in the department has a corresponding policy in the PPD Policy Manual. These files are listed below:

1. Annual Leave Files
2. Central Files
3. Confidential Medical Files
4. Grievance Files
5. Hire Packet Files
6. Management Desk Files
7. OEO Case Files
8. Personnel Files
9. Timekeeping Files
10. Training Files

F. Attached is a quick-reference guide entitled “Document Routing Procedures.” It consists of a complete list of documents that need to be retained, with information about filing location, access to files, and the procedures and responsibility for routing documents.

Attachment: “Document Routing Procedures”

GRIEVANCE FILES:

OBJECTIVE: To ensure that a complete history of every grievance filed by a PPD employee is properly documented.

A. Access to grievance files is limited to the following PPD personnel:

1. Director
2. Appropriate Associate Director
3. PPD Human Resources Manager
4. PPD Personnel Coordinator
5. Manager/Supervisor

B. A grievance file will be created for each grievance filed by a PPD employee.

1. The file should contain the complete history of the grievance.

a) It is the responsibility of every member of the PPD management team involved in the grievance to ensure that proper documentation is sent to the file.

2. Grievance files are located in the PPD Human Resources Office.

a) Grievance files may be taken out of the PPD Human Resources Office only by the director or appropriate associate director.
b) When accessing a file, a log sheet, to remain in the front of the file drawer, must be completed by the employee gaining access.

Attachment: “Document Routing Procedures”

HIRE PACKET FILES:

OBJECTIVE: To retain all documentation on the hiring and promotion of department personnel.

A. It is the responsibility of the hiring official to compile the documentation contained in the hiring packet. The following documentation is included in the hire packet.

1. Personnel Action Notice (PAN)
2. List of active employees from the PPD personnel database with the same job title in descending salary order OR list of active employees from the PPD personnel database in the same salary grade in descending salary order
3. Job description
4. Offer letter
5. Salary matrix / equity grid
6. Interview questions and references on the new hire
7. New hire application and/or resume
8. Licenses/certifications/transcripts/HS diploma, etc.
9. Hiring matrix I & II
10. Interview questions without responses
11. Interview responses and notes for all candidates interviewed
12. Applications and/or resumes from all candidates, except in the case of E-hire. Only the applications/resumes for interviewed candidates will be printed and retained in the E-hire Packet file.
13. Authorization for background checks, if applicable to job description.
14. E-hire Packet Files will also include a printed list of all applicants from the E-hire web pages.

B. An exception to the above list is custodial services continuous recruitment for the position of custodian, which is non-competitive. The following documentation is not included in the hire packet for hiring a custodian:

1. The list of active employees from the PPD personnel database with the same job title (#2 above)
2. Salary matrix (#5 above).

C. Access to the hire packet files is limited to the following PPD personnel:

1. Director
2. Appropriate Associate Director
3. Appropriate Manager
4. Appropriate Supervisor
5. PPD Human Resources Staff

Attachment: “Document Routing Procedures”

HONORARIA:

OBJECTIVE: To benefit the University and PPD employees by allowing staff members to write articles or make presentations to regional or national peer professional groups. To improve knowledge, skills, and abilities, which accrue to the individual and the University, as a consequence of the individual’s efforts to research, prepare, and deliver a presentation. To have a positive impact on the reputation of the University by showing, through a well-prepared presentation, that good work is being produced at UNM.

A. The Physical Plant Department will permit its staff to accept honoraria just as do University faculty.

1. This practice should be monitored at the discretion of the employee’s supervisor.

a) There should be a limit in regard to the amount of time spent on such projects. Staff members should not be permitted to consume inordinate amounts of time on these projects, using the following guidelines:

i) The project must not evolve into a “consulting business” done on University time.
ii) The project must not materially impact the staff member’s regular job assignments.
b) Discretion and common sense should prevail.

I.D. BADGES:

OBJECTIVE: To provide a readily visible, standardized form of picture identification for all Physical Plant employees, and to provide a bar-coded card for timekeeping purposes.

A. All Physical Plant employees must wear their assigned identification badge during all working hours (including special events work). The badge (picture facing out) must be visible and unobstructed by clothing.

B. Employees are responsible for their identification badges, and are expected to take reasonable care of them.

C. I.D. badges are processed Monday through Friday from 8:00 a.m. to 4:00 p.m. by the receptionist at the PPD Service Building #204, 1818 Camino del Servicio NE.

1. New employees should obtain their badge on their first day of work. Employees with damaged or lost badges should have them replaced immediately, as the badges are used with the timekeeping system to record time worked.
2. Managers/Supervisors will complete an “Authorization to Obtain a Identification Badge” form before sending new employees for a badge.

D. The I.D. badge is considered part of the complete uniform. If an employee forgets his/her I.D. badge, that employee may be sent home to retrieve it at the supervisor’s discretion. This time will be charged to leave without pay.

Attachment: Authorization to Obtain a Identification Badge

INCLEMENT WEATHER:

OBJECTIVE: To ensure that the Physical Plant, due to the mission-critical nature of its work, is able to remain functional during inclement weather.

A. The associate directors have determined that all Physical Plant units are considered essential and will be expected to attend to their normal, routine work during inclement weather. If it is further determined by the associate directors that contingency plans should be in effect, that status will be communicated to the managers and supervisors by the associate directors. Employees should be briefed by their manager or supervisor on this policy each October to ensure they are aware of departmental expectations.

B. The following special procedures pertain to Physical Plant personnel:

1. All department personnel will be utilized to provide necessary services where appropriate. This may include snow removal.
2. All personnel will be expected to report to work, or remain at work, during inclement weather, regardless of media announcements.

a) If an employee cannot arrive for work on time, the employee must notify his or her manager as soon as possible.
b) Only employees with a justifiable reason for absence, as determined by their managers, will be excused. The employee may choose to take either emergency annual leave or leave without pay. Employees not excused by their managers may be subject to disciplinary action.

3. Each associate director will determine the priorities of work for their units, which may include snow and ice removal. They will also prepare contingency plans for inclement weather, keep the plans updated, and communicate such plans to the division staff as needed.
4. Personnel who work during inclement weather will be compensated in accordance with the appropriate University policy or collective bargaining agreement.

a) Non-bargaining unit personnel working during a closure will be compensated according to University Business Policy #3435, “Inclement Weather” which states that:

i) Employees who work during a closure will be paid for hours worked and shall be granted additional straight-time compensatory time off for actual hours worked during the time of closure.
ii) Employees on previously approved sick leave, annual leave, or a shift assignment not affected by the closure are not eligible for paid administrative leave. These employees will be charged annual leave or sick leave during the period of closure, just as they would have been if UNM had not been closed.

b) Bargaining unit personnel working during a closure will be compensated according to the terms of the Agreement Between the Communications Workers of America and The University of New Mexico, article 13, paragraph 1.4, and University Business Policy #3435, “Inclement Weather” as follows:

i) Compensatory time off will be given for employees who worked during the time of closure.
ii) Employees on annual leave, sick leave, or a shift assignment not affected by the closure and, therefore, not scheduled to work, are not affected.
iii) Employees scheduled to work, but who did not come in, would have all scheduled hours charged to accrued annual leave or leave without pay.

5. Personnel who are unable to come to work due to inclement weather are not given paid administrative leave for the period during which UNM is closed.

a) If the absence for the entire shift is excused by the manager, the employee is charged with eight hours of annual leave, as though it were emergency annual leave.
b) If the absence for the entire shift is not excused by the manager, the employee is charged with leave without pay for eight hours.

6. A University delay will be treated the same as a closure for timekeeping purposes. For example, if UNM is on a two-hour delay on a particular day, and does not open until 10:00 a.m., each Physical Plant employee who worked will receive compensatory time at straight-time rate for all hours worked between 8:00 a.m. and 10:00 a.m. on that day.

7 .When UNM is closed after the workday has already begun, employees will be paid as usual for their hours worked, and will earn compensatory time at straight-time rate for all hours worked during their regularly scheduled shift after the time of closure. For example, if UNM is closed at 12:30 p.m., employees who work an eight-hour shift from 7:00 a.m. until 3:30 p.m. will receive eight hours of pay for the day, as usual, and, additionally, will earn three hours of comp time at straight time rate.

a) Employees who work their full evening shifts following a closure will receive eight hours of pay for the day, as usual, and will also earn eight hours of comp time at straight-time rate.
b) If an employee works part of the time during which UNM is closed, the timekeeping is done as in the following example: If UNM is closed at 12:30 p.m., and an employee who is scheduled to work from 8:00 a.m. until 4:30 p.m. works from 8:00 a.m. until 2:30 p.m., the employee is charged two hours of annual leave for the two hours not worked and earns two hours of comp time for the two hours actually worked during the period of closure.

8. As always, actual time worked in excess of forty hours in any week will be considered overtime and compensated at the rate of time and one-half.

9. In all cases, when comp time is granted, it does not count as actual time worked for purposes of computing overtime.

INFORMATION SYSTEMS:

OBJECTIVE: To maintain and safeguard Physical Plant Department computer systems and data in a manner that efficiently supports the operations of the department.

A. The Information Systems Group (ISG) maintains a network of computers and a number of non-networked computers that is intended to support the functions of the Physical Plant Department. The ISG is responsible for maintaining all computer hardware and software.

B. New computer equipment and software purchases and acquisitions, including donations from other UNM departments, must be approved by the ISG to ensure that the desired equipment or software is compatible with PPD’s Network and adequate for the intended use. All new computers are to be delivered to the ISG for setup.

C. Hardware:

1. There will be no repairs, modifications, or additions made to existing computer hardware without explicit written approval from the ISG.

a) This includes, but is not limited to, keyboards, pointing devices, monitors, modems, printers, scanners, etc.
b) A fee, based on an hourly billing rate, will be charged to an end-user’s division, up to $2,000, if any unauthorized modifications or additions are made to PPD computer hardware or equipment.

D. Software:

1. All PPD computers are delivered to the end-user with specific, standard software applications installed. Prior approval from the ISG is required before installation of any software on a PPD computer. The intent is not to place arbitrary roadblocks in any user’s way, but to ensure that the system reliably supports PPD’s requirements, and that software licensing requirements are met and maintained.

A list of supported software applications is available from the ISG office. A request for user account form must be completed and submitted to the ISG. On this form, employees may request specific software /files. This form must be signed by the appropriate associate director or director, prior to installation by the ISG.

a) If a computer user requires a specific piece of software that is not on the standard list, it may be possible to accommodate the requirement. The intent is to ensure compatibility with existing software, not to restrict software to an approved list.

i) This includes, but is not limited to, downloading software from any source and installing “personal” software.
ii) A fee, based on an hourly billing rate, will be charged to an end-user’s division, up to $2,000, if any unauthorized software is installed on a PPD computer.

E. Data storage:

1. All PPD-specific electronic data should be saved and stored on the PPD Network where access to the data can be strictly controlled, and where the data is archived and safeguarded on a daily basis.

F. User requirements:

1. All Physical Plant Department employees are required to sign the “PPD Computer Use Agreement” to ensure understanding of the ethical and legal obligations under which they are granted access to PPD computer systems.

Attachment: Physical Plant Department “Computer Use Agreement”

INTEGRATED PEST MANAGEMENT:

OBJECTIVE: To achieve long-term, environmentally sound pest suppression through the use of a wide variety of technological advances and management practices. Pests will be managed in order to reduce any potential human health hazard or to protect against a significant threat to public safety, to prevent loss of or damage to University property, and to enhance the quality of life for students, staff, faculty, and visitors.

A. Control techniques in an IPM program extend beyond the application of pesticides, to include structural and procedural modifications to reduce the food, water, harborage, and access used by pests.

1. IPM procedures will determine when to control pests and whether to use physical, cultural, biological, or chemical means.
2. Strategies for managing pest populations will be influenced by the pest species and whether that species poses a significant threat to people, property, or the environment.

B. Selected non-chemical pest management methods will be implemented whenever possible. The choice of using a chemical pesticide will be based on a review of all available options.

1. Cost or staffing considerations alone will not be adequate justification for the use of chemical control agents.
2. The full range of alternatives, including no action, will be considered.
3. When it is determined that a pesticide must be used in order to meet important management goals, the least hazardous material will be chosen for applications.

C. Staff, students, faculty, and the public will be educated about potential University pest problems and the IPM policies and procedures to be used to achieve the desired pest management objectives.

D. Records of pesticide use shall be maintained at PPD to meet the requirements of the New Mexico Department of Agriculture. In addition, pest monitoring data sheets or other indicators of pest populations are to be maintained to verify the need for treatments.

E. Pesticide purchases will be limited to the amount anticipated for use during the year.

F. Pesticides will be stored and disposed of in accordance with the EPA-registered label directions and state regulations.

1. Pesticides must be stored in an appropriate, secure site not accessible to students or unauthorized personnel.

G. Pesticide applicators must be state-certified and trained in the principles and practices of IPM, and must follow label regulations and precautions.

JURY DUTY:

OBJECTIVE: To ensure compliance with University and PPD policies when employees serve on a jury. To help make sure that compensation from the court and the University is distributed fairly. To prevent abuse of the jury duty program.

A. When summoned for jury duty, employees are to notify their supervisor, and the following actions should take place:

1. The supervisor must make an appointment with the employee to meet and discuss the available options.
2. A copy of the summons must be brought to the meeting.

B. The options are as follows:

1. Employee is paid by UNM for all absences due to jury duty and agrees to endorse and turn in the jury check and any vouchers or forms (breaking down jury fees, mileage, etc.), which accompany the payment. The University will reimburse the employee for the mileage portion of the payment only. (District court pays for mileage over a specified amount only - so not all jurors are reimbursed.)
2. Employee uses annual leave to cover all absences due to jury duty and may keep all payments received from the court.

C. If at the meeting the employee is unable to make a decision regarding which option to take, he/she is to be notified that the option must be selected and reported prior to the first absence.

D. Endorsed jury checks should be hand-carried to PPD Payroll Office processing.

MANAGEMENT DESK FILES:

OBJECTIVE: To keep accurate records of employee performance with documents that are not kept in other files.

A. Managers and supervisors are required to keep management desk files on all employees that report to them. These files will aid in the performance evaluation process.

B. The following documentation should be kept in management desk files:

1. Commendations
2. Counseling documentation (goal setting, performance standards, expectations, oral warnings)
3. Discipline (written warnings, suspensions, terminations). Copies must be forwarded to PPD Human Resources office.

C. Forward all medical information to the Confidential Medical File.

D. Management desk files will be kept in a secured location.

1. Access to these files is limited to the manager or supervisor and the appropriate associate director.
2. Should the manager or supervisor leave their position, the management desk file will be forwarded to their successor.
3. Should an employee leave their position, their management desk file will be forwarded to the PPD Human Resources office.

Attachment: “Document Routing Procedures”

MEDIA CONTACT AND RESPONSE:

OBJECTIVE: To ensure that subject-specific information is provided to the general media in an accurate and timely manner.

A. The general media often seeks statements or information from university employees. It is the responsibility of the University of New Mexico Public Affairs Department to issue official statements and to provide official university information.

B. The following special procedures pertain to Physical Plant personnel:

1. All requests for information from the media will be directed to the appropriate PPD associate director.
2. PPD personnel will take the name and telephone number of the media contacts and inform them that a return telephone call will be made by the appropriate Physical Plant Department staff.

a) The media contact and request for information shall be immediately forwarded to the appropriate associate director.
b) The associate director will notify the Public Affairs Department, and the Physical Plant director of media contact.

C. Contractors and consultants are not authorized to release Department/Division information to the media.

Attachment: University Business Policies #3740, “Media Response”

MEDICAL/DENTAL CERTIFICATION:

OBJECTIVE: To ensure the validity and appropriateness of medical or dental leave requests.

A. Certification for medical- or dental-related absences must include the following information:

1. The name and signature of the health care provider on his or her printed stationery, prescription pad, office note pad, or other suitable document that identifies the person treating the employee.
2. The date(s) the employee was seen or under the care of the health care provider.
3. The period of time, specifically defined, for which the employee is to be excused from work for the reasons of injury, illness, or treatment.
4. Any physical limitations or work restrictions, specifically defined.

i) If the employee is under medication that might affect the employee’s job performance, e.g. no driving, or safety, the health care provider should indicate the appropriate restrictions.

B. The employee is responsible for making certain that the document received from the health care provider’s office has all the required information.

C. Documentation must be presented immediately upon returning to work, unless illness/injury is extended. In these cases interim medical statements/documentation may be required by PPD while employee is still on leave.

D. All absences for family illness, except for FMLA leave, must be documented in the same manner as sick leave.

1. Family Medical Leave (FMLA) requires additional certification. For definitions of and requirements for FMLA leave, see University Business Policy #3440, “Family and Medical Leave.”
2. PPD Human Resources Staff will inform employees, in writing, of the availability of FMLA.

E. If the reason for an employee’s absence is an on- or off-the-job injury or any other extended illness, and if there is either no physician’s statement or one with restrictions, the employee must be cleared to return to work by Employee Occupational Health Services.

F. Failure to provide any of the required information may cause disapproval of sick leave, and may be considered cause for disciplinary action.

OEO CASE FILES:

OBJECTIVE: To ensure that a complete history of every OEO case concerning a PPD employee is properly documented.

A. Access to OEO Case Files is limited to the following PPD personnel:

1. Director
2. Appropriate Associate Director
3. PPD Human Resources Manager
4. PPD Personnel Coordinator

B. An OEO Case File will be created for each OEO case that is filed with the University Office of Equal Opportunity involving a Physical Plant employee.

1. The file should contain the complete history of the OEO case.

a) It is the responsibility of the director and the appropriate associate director to ensure that all proper documentation is sent to the file.

2. OEO Case Files are located in the PPD H R Manager’s Office.

a) OEO Case Files may be taken out of the PPD H R Manager’s Office only by the director or appropriate associate director.
b) Any person removing a file from the PPD H R Manager’s Office must sign the log sheet for both checkout and return.

Attachment: “Document Routing Procedures”

ON-THE-JOB INJURY REPORTING:

OBJECTIVE: To ensure that all appropriate managers and supervisors understand their responsibility in case of an accident, and so that the employee’s health and the university’s interests will not be neglected. To ensure that required paperwork is completed correctly and delivered to the appropriate departments so that workers compensation benefits are preserved.

A. All paperwork connected with job injuries is to be processed through the Physical Plant Department, not taken directly to Risk Management. When an employee suffers an on-the-job injury, the following reports need to be supplied to the Physical Plant Department Personnel/Payroll Office:

1. VERBAL NOTIFICATION, to be supplied by the supervisor or manager in the following instances:

a) When an employee is injured on the job and goes to Employee/Occupational Health Services (EOHS).
b) When the employee misses his or her first full day of work.
c) When the employee returns to work.

2. ACCIDENT REPORT, to be completed as follows:

a) To be promptly completed by the supervisor or manager.
b) If the employee refuses to go to EOHS, a notation is to be written in space 51, indicating that the manager recommended the employee go to EOHS for medical service, but that the employee elected not to go.
c) The form is to be signed by the injured employee’s supervisor and the employee.

3. DOCTOR’S REPORT FROM EOHS OR ELSEWHERE, to be reported as follows:

a) In the case of an on-the-job-injury resulting in lost time, and for any illness or injury resulting in an absence of five or more days, a release to return to work from EOHS is needed in addition to that of the attending physician. In order for UNM to be current on the health status of injured employees, doctors’ excuses are not to be held by the employee until his or her return to work, but are to be promptly turned in as soon as they are received from the doctor. This includes interim statements from EOHS and/or other doctors.
b) The release to return to work is to be promptly turned in as soon as the employee receives it from the doctor.

B. Personnel in the PPD Payroll Office will retain one copy of the form after it has been completely filled out, and will submit the original to EOHS. The manager should retain one copy of the form and give a copy to the employee.

C. Return to light duty is considered on a case-by-case basis.

Attachment: “First Report of Accident”

PERSONAL BEHAVIOR:

OBJECTIVE: To maintain a safe campus community that is neither intimidating nor hostile nor offensive to any member of the community. All members of the UNM community are entitled to an environment in which they can feel comfortable, secure, and free from offensive behavior and intimidation. The campus community includes a broad spectrum of individuals who possess a variety of characteristics, as well as differing levels of sensitivity.

A. Members of the campus community include:

1. Faculty
2. Staff
3. Students
4. Visitors
5. Contractors

B. Physical Plant Department employees are expected to treat everyone in a courteous manner. The following guidelines are to be followed:

1. No materials, which might embarrass others or make them feel uncomfortable may be posted.
2. All employees must control their language and behavior so as not to be offensive to any of their coworkers. This includes, but is not limited to, exclusion of the following:

a) derogatory comments about or toward others
b) malicious gossip
c) language or actions that are unprofessional in the workplace.

3. The Physical Plant Department has zero-tolerance for physical intimidation or violence.

C. Recognized unacceptable personal behavior will be grounds for corrective discipline, including dismissal.

PERSONNEL FILES:

OBJECTIVE: To ensure confidentiality of the contents of employees’ personnel files.

A. A member of the PPD Personnel Office will pull the personnel file for any employee, and will refile it when the employee is finished reviewing it. The following rules apply:

1. Any employee may review the contents of his/her own personnel file as often as they like. Standard personnel file access is as follows:

a) Non-supervisory employees must be accompanied by their manager.
b) Supervisors must be accompanied by their manager.
c) Managers must be accompanied by the appropriate associate director.
d) The file is to remain in the PPD Payroll Office while the review is in progress.

2. Managers and supervisors may only review the contents of files for employees in their work group in the PPD Payroll Office.
3. Personnel files may be taken out of the PPD Personnel Office only by the director, the associate directors, the PPD human resources manager, or its designee.
4. Any person removing a file from the PPD Payroll Office must sign the log sheet for both checkout and return.

Attachment: “Document Routing Procedures”

PETTY CASH:

OBJECTIVE: The majority of PPD procurements should be made by P-Card, Purchase Orders, or for services, Standing Purchase Orders, but it is recognized that cash purchases will sometimes be the most efficient means of accomplishing the required purchase. It is therefore also our objective, when petty cash is needed, to ensure that the petty cash fund is handled consistently and that funds are used appropriately.

A. Petty cash may not be used as follows:

1. Petty cash is not to be given to students or temporary employees.
2. Petty cash is not to be used for payment of services.
3. Petty cash is not to be used for any personal transactions. See list of allowable and unallowable Expenditures in UBPPM # 4000.

B. All employees, including managers, supervisors, and expediters, must fill out a petty cash request (small green slip) and have it signed by their manager or supervisor.

1. Managers, supervisors, and expediters must have their petty cash requests signed by their immediate manager or supervisor.
2. Any requests for exceptions to this rule must be furnished in writing to a petty cash custodian.

C. All cash receipts must have an authorization signature, index, and account code.

D. A three-day turnaround on petty cash withdrawals is required. The receipt must be returned to a fund custodian no later than the next working day after receiving the advance. The PPD fund custodians are the Accounting Section Accounts Payable Techs.

E. PPD is tax exempt. Any tax paid with petty cash will not be reimbursed.

Refer to: Physical Plant Accounting #1100, Petty Cash Fund
UBPPM #7210, #4000, & #4320

PRESCRIPTION SAFETY GLASSES:

OBJECTIVE: To supply all employees who need them with prescription safety glasses, in compliance with OSHA regulations, thereby safeguarding each employee; to make certain that each employee receives glasses with the proper specifications; and to ensure that the University and the employee pay for the appropriate portion of the cost of the glasses.

A. Eligibility:

1. PPD employees will be eligible for safety glasses after an initial six-month probationary period. Until that time, employees will be provided with protective eyewear to place over their existing prescription glasses.
2. After the probation period, employees will be eligible for replacement glasses once per calendar year if condition or circumstances warrant.
3. Associate directors will determine the appropriate index code to be charged. Account code 31N2 will be used to acquire safety equipment.

B. Acquisition:

1. Eligible personnel are to request an authorization form from their manager.
2. The manager will obtain the form from the PPD Administrative Staff at PPD Service Building #204 and mark the appropriate fields of specifications for that employee’s position (e.g. if the position requires side shields, if they need to be permanently attached, etc.).
3. To eliminate cash transactions, the safety glass authorization form must be taken to one of the opticians with whom the department has set up payment arrangements.
4. The yellow copy of the safety glasses authorization form and the original invoice/receipt from the optician must be returned to the receptionist at PPD Service Building #204 within seven days of authorization.

C. Specifications:

1. Unless photogrey is approved by the manager, all lenses are to be polycarbonate, as this material is the strongest lens for safety.
2. Safety glasses must meet ANSI 287 standards.
3. Further determination of requirements, will be established by the section managers of PPD Divisions, according to OSHA regulations.

D. Price:

1. There will be a dollar limit of $125.00. This is adequate to cover the cost of basic frames and lenses, including bifocals.
2. Any amount over $125.00 will be paid by the employee at the time the glasses are ordered.

PROTECTIVE EQUIPMENT:

OBJECTIVE: To help ensure the safety of employees.

A. Supervisor responsibilities:

1. Supervisors are responsible to ensure that all appropriate personal protective equipment is issued.

a) Supervisors will review job assignments to guard against the dispatch of personnel to job sites or tasks for which the employee is not properly trained or equipped.
b) Supervisors will supplement existing safety equipment with additional protective devices when job conditions warrant.

2. Supervisors are responsible for ensuring that all employees receive safety training, to include training on the correct use of personal protective equipment.
3. Supervisors will periodically remind employees that an injury caused by the failure to wear the proper protective equipment could adversely affect a claim for workman’s compensation.

B. Employee responsibilities:

1. Employees must attend (and obtain certification where required) the minimum essential training courses prescribed by SHEA, and any state- or code-mandated training. Employees must also submit, through EOHS, to all required medical screening and certification.
2. Employees must wear all protective devices on the job site when exposed to hazards or when directed by their supervisor.

a) Employees must bring their protective equipment to work each day.

i) To ensure that the proper protective equipment is available, all required items must be worn or carried by designated employees at any time they are dispatched from their work center.

A. At a minimum, required items include hardhat, safety glasses or goggles, hearing protection device, work gloves, and safety shoes.

b) Employees are responsible for recognizing unforeseen conditions that may demand the use of personal protective equipment. In safety training, employees should have learned to identify hazards and use the appropriate equipment without direct and constant supervision.

i) If an employee flagrantly disregards conditions that present an obvious hazard, he or she may face severe disciplinary action.

3. Employees are responsible for the serviceability of assigned safety equipment.

a) Employees should identify damaged items to their supervisor.

C. Types of protective equipment:

1. Eye or face protection will be worn when employees are exposed to hazards from flying particles, molten metal, chemicals, liquids, and chemical gases or vapors. Side protection will be worn in conjunction with eye and face protection when a hazard exists from flying particles or liquid or chemical splashes.
2. Dust masks and respirators will be provided to all employees engaged in activities requiring filtration protection.

a) If an employee is unsure of the proper level of protection, they should consult with their supervisor and a SHEA representative, if required.
b) Employees must be fit-tested by SHEA’s respiratory safety specialist before using a self-contained breathing apparatus.

3. Protective helmets (hard hats) must be worn when the employee is exposed to potential head injuries, either from falling objects or when working in areas where there are low obstacles that may cause head injuries.

a) It is a mandatory requirement that hard hats be worn:

i) When working in the University utility tunnel system.
ii) At all locations under utility or building distribution piping, electrical raceways, and conduits.
iii) During all arboricultrual (tree trimming) activities.

4. Post-probationary employees must wear the proper protective footwear during all work hours.
Specialized electrical protective gear such as high voltage gloves, pads, poles, etc. will be issued to shop supervisors and stored in a secure location.

a) The shop supervisor will ensure that electrical protection equipment is kept serviceable and is periodically tested in accordance with NEC requirements.
b) Electrical technicians will receive OSHA-certified high voltage maintenance training in the use of personal protective equipment.

5. Employees must wear proper hearing protection devices in any environment where noise levels exceed 90 decibels.

a) Formal hearing protection classes, to include instructions on how to recognize potentially damaging noise sources, must be attended annually by employees whose jobs put them at risk of hearing damage.

6. Employees who handle concentrated cleaning products, fertilizers, and insecticides may require special certification.

a) Program or section managers will ensure that mandated training and certification are accomplished.
b) In addition to operational guidelines provided in formal training, employees must always read product labels before use, carefully observe all label precautions, and use all special personal protective equipment recommended by the manufacturer.

PURCHASING:

THIS POLICY IS BEING REVISED

SAFETY, HEALTH, AND ENVIRONMENTAL AFFAIRS MANUAL:

OBJECTIVE: To ensure that all employees have equal and adequate access to policies and procedures that will, if followed, help to safeguard their welfare, and that of the faculty, staff, students, and visitors with whom they come in contact.

A. The Safety, Health, and Environmental Affairs manual must be readily available to all employees at all times. Each PPD work group must be in compliance.

B. Each manager must review University Business Policy #6110, “Safety, Health, and Environmental Affairs” with their work groups on a regular basis. This review should also be included in each manager’s new employee orientation presentations.

C. MSDS sheets for all chemicals used by PPD staff must be kept readily available for use by employees in the event of a spill or other accident involving chemicals.

SAFETY SHOES:

OBJECTIVE: To ensure that the Physical Plant Department is in compliance with OSHA regulations, and to provide proper safety shoes to every employee who needs them.

A. Within the limitations set below, new issue and replacement of safety shoes will be the responsibility of managers, supervisors, or associate directors.

1. Probationary employees should receive safety shoes, if required for that particular job.
2. Associate directors will determine the appropriate index code to be charged. Account Code 31N2 will be used to acquire safety equipment.
3. Custodial services personnel are required to wear only lightweight, non-slip, indoor safety shoes which offer toe protection. Maximum cost to be provided for Custodial services personnel is $85.00. All other personnel required to wear safety shoes will be allowed no more than $120.00.

a) If the shoes selected by the employee cost more than $120.00 ($85.00 for custodians), the employee will be required to pay any excess amount at the time of purchase.
b) Except for job-related damage, replacements will be limited to no more than once a year. Managers or associate directors will authorize replacement of safety shoes only when, in their opinion, the individual’s current safety shoes are no longer serviceable. Associate directors should closely monitor expenditures for safety shoes and compliance with the requirement that they be worn on the job.

4. Safety shoes will be acquired by using the “PPD Safety Shoes Purchase Authorization Form,” which will be honored by participating retail stores.

a) Appropriate associate directors, managers, or supervisors may get forms from the Administrative Staff at the PPD Service Building #204. Each form must be signed out.
b) The authorizing official will prepare the form by filling in all outlined areas on the form.
c) The expiration date is seven calendar days from the date of authorization.

5. Employees must adhere to the following procedure when purchasing safety shoes:

a) The employee will take a copy of the authorization form to the participating vendor of their choice, and will leave the white copy with the vendor.
b) The employee is required to present a UNM identification card (Lobo Card with picture) at the time of purchase.
c) The employee should obtain two copies of the vendor’s counter sales slip.

i) One copy will be used by the employee to make any adjustments with the vendor.
ii) One copy will be given to the employee’s supervisor to be used as a packing slip. The supervisor is then responsible for giving the receipt and the yellow copy of the authorization form to the PPD receptionists, for tracking purposes. The receptionist will forward the receipt and the authorization form to PPD Office Manager, to reconcile the P-card payment of this equipment.

6. Employees will be authorized to acquire appropriate safety shoes from any participating vendor. Any purchase under this program must meet all of the following specifications:

a) Shoes must have either a steel or fiberglass toe.
b) Shoes for plumbers, electricians, and carpenters must have either a steel or fiberglass shank.
c) Shoes must have support at the arch.
d) Shoes for custodians must have a non-slip sole.
e) Shoes must meet OSHA standards, ANSI Z-41 Class 75 or ANSI Z-41 Class 75-EH ratings.

SECURITY GATES AND ACCESS DOORS:

OBJECTIVE: To prescribe the operation of the security gates which surround the PPD complex. Security fencing has been installed on the perimeter of our operating area in order to protect stored vehicles, equipment, and bulk materials from vandalism or pilferage. The fencing and gates reinforce the notion that the Service Building, the storage buildings to the west, the landscaping and grounds care facilities, the small engine shop, the welding shop, the bulk storage bins, and the entire Automotive Section are not open to the public. Access is limited to official university vehicles, vendor delivery vehicles, and vehicles operated by representatives of firms that are conducting business with the Physical Plant Department. Gates that prevent vehicle and pedestrian traffic will remain closed and locked except during normal operating hours.

A. The following list of gates and access doors will be secured by an appropriate employee, who is assigned to open and close at specific times:

1. Vehicle and personnel gates at the southeast corner of building 204 (location 1):
2. Personnel gate southwest of material storage bins (location 2):
3. Vehicle gate north of the Grounds and Landscaping Section building (location 3):
4. Roadway gate northwest of Automotive Building (location 4):
5. Access gate to the rental vehicle yard (location 5):
6. Vehicle gate to vehicle storage yard (location 6):
7. Personnel gate at the west end of the vehicle storage lot (location 7):
8. Personnel gate at the east end of the vehicle storage lot (location 8):
9. Gates north of the Automotive Building (location 9):
10. Access gates on the eastern perimeter of the vehicle storage yard (location 10):
11. Personnel door at the west end of the Service Building (location 11):
12. Personnel doors of the Service Building (location 12):
13. Exterior doors on the south side of the Service Building (location 13): These doors will be locked and confirmed to be secured by the management personnel exercising control over adjacent interior spaces.
14. Overhead roll-up door at east end of Service Building (location 14):
15. Overhead roll-up door at west end of Service Building (location 15):
16. Personnel door to the breezeway at the west end of the Service Building (location 17):

B. Night, weekend, and holiday procedures

1. Associate directors who schedule personnel for night, weekend, or holiday operations must ensure that appropriate personnel are available to unlock and secure access gates.

a) Operational needs during times other than normal business hours will not be accommodated by simply issuing keys to all personnel who might occasionally need access.
b) A limited number of gate access keys may be issued to associate directors, who may in turn temporarily issue these keys to designated stand-by or lead personnel who are assigned special duties during non-business hours. Keys must be retrieved at the end of each duty period and reissued as required.

2. Associate directors will ensure that personnel who operate access gates during non-business hours follow the following procedures.

a) All gates must be closed and locked after vehicles and equipment have left the PPD area.
b) While gates are open (during clock-in, vehicle start-up, etc.), movement in the area must be monitored, and unauthorized vehicle operators reported.

C. Employee parking

1. Parking inside fenced and gated areas is limited to university vehicles and vehicles operated by vendors, consultants, or other visitors who are conducting official business with the Physical Plant Department.

a) Employees should use designated parking areas outside the PPD complex.
b) Personnel who respond to nighttime, weekend, or holiday emergencies, and personnel who are working scheduled weekend overtime may park private vehicles inside the fenced area.

i) Supervisors who are directing night and weekend activity must use caution to avoid locking workers and vehicles outside or inside of the fenced compound when they depart at the end of their duties.

Attachment: Map of Security Gates

SEPARATION:

OBJECTIVE: To ensure that employee separations are handled fairly, efficiently, and safely, and that both the employer’s and the employee’s belongings are returned promptly.

A. The manager is responsible for ensuring that all appropriate items have been addressed in the processing of a separation. These include, but are not limited to:

1. Keys (to be turned in to the lock shop by the employee, with fees paid for missing keys).
2. I.D. badge (to be turned in to the PPD Payroll Office).
3. Lobo Card (to be turned in to UNM Student Services).
4. Uniforms (to be turned in to unit manager).
5. Personal protective equipment (to be turned in to unit manager).
6. Tools, computers, cell phones, pagers, PDA’s or other equipment provided (to be turned in to unit manager).
7. Deactivating employee’s alarm code (to be accomplished by unit manager).
8. Deactivating long distance calling card and voice-mail box (if applicable; to be accomplished by unit manager).
9. Deactivating computer access codes.
10. Ensuring proper delivery of the paycheck, in one of the following ways:

a) Obtaining a forwarding address in the event that the employee’s final paycheck needs to be mailed.
b) Informing the employee that they can pick up their paycheck in person at the UNM Payroll Office, rather than at the PPD Payroll Office. If the employee has a complaint about the number of hours or amount of pay on their final paycheck, providing the employee with an explanation or sending them to the UNM Payroll Office.

11. Ensuring that the “Separation Check-Off List for Staff Employees” is started ten working days prior to the separation date. See University Business Policy #3225, “Separation of Employment” except in cases of immediate separation or job abandonment.
12. Giving a copy of the “Staff Exit Interview” to the employee. Instructing them to complete it and send it in an envelope addressed to The UNM Human Resources Director for confidential delivery.

B. If an employee is being terminated involuntarily, the following procedures must be followed:

1. Prior to employee termination, the manager will contact the following:

a) Lock shop, for a list of keys assigned to the employee.
b) Alarms manager or PPD office manager for deactivation of security alarm codes.
c) Information Systems manager for isolation of the employee’s personal computer and network access.

2. The manager will retrieve all keys before the terminated employee leaves the premises. The manager should inventory the keys with a witness present and return them to the Lock Shop.
3. The manager will collect the following:

a) I.D. Badge
b) Cell Phone
c) Lobo Card
d) Pager
e) PDA’s
f) Uniforms
g) Personal Protective Equipment
h) Tools
i) Long Distance Calling Card (if applicable)

4. Ensuring proper delivery of the paycheck in one of the following ways:

a) Obtaining a forwarding address in the event that the employee’s final paycheck needs to be mailed.
b) Informing the employee that they can pick up their paycheck in person at the UNM Payroll Office, rather than at the PPD Payroll Office.
c) If the employee has a complaint about the number of hours or amount of pay on their final paycheck, providing the employee with an explanation or sending them to the UNM Payroll Office.

5. Ensuring that the “Separation Check-Off List for Staff Employees” is completed in a timely manner.
6. When faced with conducting a termination during which a has concerns for personal safety, the following practices should be followed.

a) The manager should arrange to have a witness present.
b) The manager should advise UNM Campus Police to stand by to assist in the retrieval of UNM keys and/or to have the person escorted off UNM property, should that become necessary.
c) In no case should a manager attempt to physically search or restrain an employee. Rather, they should notify UNM Campus Police if it becomes necessary.

Attachment: “Separation Check-Off List for Physical Plant Department Staff Employees”

SPECIAL EVENTS:

OBJECTIVE: To firmly establish event policy as to expectations of Physical Plant staff assigned to Special Activities, in order to ensure the safety and comfort of patrons during their attendance at an event.

A. The service that the Physical Plant Department provides for special events is defined as the maintenance and operation of the electrical, plumbing, and HVAC systems, custodial services, and support services provided by Special Activities personnel.

B. Physical Plant personnel must be courteous, professional, and polite to patrons, other service providers, and the entertainer’s personnel.

C. General employee duties:

1. Electrical:

a) Check all facility lighting prior to the event.
b) Make connections from entertainer’s equipment to disconnect.
c) Energize when requested by the event coordinator.
d) Assist with other electrical needs as requested.
e) Standby during event.
f) De-energize when requested by the event coordinator at the conclusion of the event.
g) Perform other duties as assigned.

2. Plumbing:

a) Check all facility plumbing and fixtures prior to the event.
b) Assist with other plumbing needs as requested.
c) Standby during the event.
d) Check all facility plumbing and fixtures at the conclusion of the event.
e) Perform other duties as assigned.

3. Building operations:

a) Maintain building heating, ventilating, and air conditioning system for patron comfort as required for the event.
b) Monitor status of the fire alarm system in the PA booth when an event is at the University Arena.
c) Assist with other HVAC needs as requested.
d) Standby during the event.
e) Return building heating and cooling systems to standby mode at the conclusion of the event.
f) Perform other duties as assigned.

D. Unacceptable conduct:

1. Physical Plant employees are assigned to work at special events in their professional capacity and are expected to conduct themselves in a professional manner. The following actions are unacceptable, and may be cause for disciplinary action:

a) Consuming or being under the influence of drugs or alcoholic beverages before or during the performance of duties.
b) Allowing the entry of unauthorized personnel into the facility.
c) Asking entertainers or their personnel for autographs, pictures, merchandise, or favors of any kind.

E. Work schedules:

1. Employees are scheduled by their supervisor to work an event.
2. Dates and times of work are scheduled by the Special Activities supervisor in conjunction with the event coordinator.
3. Employees are allowed 30 minutes from the time they punch in to arrive at the event and check in with the event coordinator at the scheduled time. The employee should be prepared to work at the time of check-in. This includes having on hand any tools or equipment required, wearing personal protective equipment, PPD uniform, and i.d. badge, as to avoid a trip back to the shop.

F. Dress and behavior code:

1. A clean PPD uniform is required at all events.
2. A PPD i.d. badge must be worn.
3. Foul language will not be tolerated.
4. Smoking is not permitted in University buildings.

G. Breaks:

1. The event coordinator will determine the most appropriate time for breaks during the course of the event and will schedule break time as per contract.

H. Exit doors:

1. The security provider at the event will be responsible for facility access.
2. Physical Plant personnel should open doors only at the direction of the event coordinator.
3. All authorized personnel with event credentials, including merchandising and entertainer’s personnel, must be passed through by event security.

I. Check-in:

1. Normal clock-in procedures should be followed.
2. Personnel should enter the facility through the assigned door.
3. Personnel are to check in with the event coordinator upon arrival.
4. Employees are to exchange pager numbers with the event coordinator.
5. Employees should pick up a two-way radio.
6. The event coordinator will give each employee work assignments needing their immediate attention.

J. During the event:

1. In addition, each trade (electrical, plumbing, and HVAC) will perform the standard pre-event checklist provided by PPD.
2. After completing job assignments issued by the event coordinator, and after completing the pre-event checklist, the employee should stand by in the assigned location during the event. For events in the arena, this is typically the media booth or the PA booth. The location will be assigned at the discretion of the event coordinator.

K. Off-limit areas:

1. Unless specifically authorized by the Event Coordinator, the following areas are off-limits:

a) Production office
b) Designated catering area
c) Backstage
d) Dressing rooms
e) Stage
f) Box Office

L. After the event:

1. Employees are to check all items that are within the scope of their assignment.

a) Any systems that have been energized or activated for the event should be checked for proper operation and then returned to their standby modes.
b) If an item is discovered that can be repaired with tools and parts on hand, the employee is to do the work before leaving the event. If the item cannot be repaired that evening, the employee is to report it to the Event Coordinator and the appropriate are manager so that a work order can be generated on the next business day.

M. Checkout:

1. Equipment, radios, or credentials temporarily assigned to the employee are to be returned.
2. Employees are to inform the Event Coordinator of the completion of their duties.
There is to be no loitering after events. Employees should leave the venue immediately after completion of duties and proceed to clock out at their regular clock station.

SURPLUS PROPERTY:

OBJECTIVE: To establish a central file in which to record the transfer of equipment to the Surplus Property Department. The file will then become a backup for managers to use as needed.

A. Surplus property is defined as any piece of equipment, regardless of value or condition that was originally purchased with UNM funds, but is no longer useful to a particular department and requires disposal. Surplus property may be a piece of equipment that is obsolete, beyond repair, too costly to repair, replaced by new equipment, or is no longer used and stored in a storage location. Examples of surplus property are a broken calculator, an old computer printer, a file cabinet, a worn-out power drill, a vehicle, and even a large, assorted box of office supplies.

B. Any surplus property that meets the above definition cannot be thrown away or given to another person or entity. It must be picked up and processed by the Surplus Property Department, which will determine if it can be used by another UNM department, or if the property should be auctioned.

1. The department that requires disposal of a piece of surplus property shall complete a form entitled “Request for Adjustment to Inventory/Request for Disposal of Surplus Equipment.”

a) All available information should be recorded.
b) A copy should be faxed to the Surplus Property Department, which will schedule a time to pick up the equipment, at which time a Surplus employee should sign the form to acknowledge receipt of the property.
c) The original form should be forwarded to the PPD Accounting Section. The manager of the originating section should retain a copy of the form.

Attachment: UNM “Request for Adjustment to Inventory/Request for Disposal of Surplus Equipment”

TELECOMMUNICATIONS:

THIS POLICY HAS BEEN DELETED

TIMEKEEPING:

OBJECTIVE: To ensure that time is recorded correctly so that employees receive the proper pay, and to ensure that the payroll process is efficient.

A. Non-exempt and work study/student employees:

1. Recording hours worked:

a) To input their hours worked, employees must swipe their i.d. badge through the badge reader at the beginning and at the end of each shift.

i) If an employee leaves work to go to a doctor appointment, attend a class, or do any other non-work function, a swipe out and a swipe in are required if the employee will be returning to work later the same day.
ii) Swiping in and swiping out will not be required for lunch or other breaks.
iii) Other adjustments will be made through a daily edit report.

b) If an employee has lost or damaged their i.d. badge, they should contact their manager/supervisor immediately. The manager/supervisor will send the employee to the receptionist of PPD Service Building #204 for a new badge, along with the form “Authorization to Obtain a Identification Badge.”
c) New employees should have a badge processed at the reception area of the PPD Service Building #204 on the first day of work. The manager or supervisor must complete the required form “Authorization to Obtain a Identification Badge.”
iv) Until a i.d. badge is received (usually within 48 hours), in and out times will be provided to the manager/supervisor and recorded on the PPD standard manual timesheet. (See Attached Manual Timesheet) The timesheet must be signed and turned in to PPD Payroll Office in a timely manner.

2. Non-worked hours (this does not apply to work study/student employees):
All non-worked hours, i.e., annual leave, sick leave, jury duty, training, etc., must be submitted to the PPD Payroll Office on the “Absence Report for Exempt and Non-exempt Personnel” form immediately after returning to work.

a) The report must be signed by both the employee and the supervisor.

3. Punch detail reports

a) Daily edit report

i) Each employee’s manager or supervisor (or in-charge designee) should review and edit the punches (record of hours worked) daily and submit the edits to the PPD Payroll Office daily.
ii) The daily edit report will be kept in the PPD Payroll Office for one year plus the current fiscal year after the edits have been recorded in the timekeeping system.

b) Timesheet (Buff sheets)

i) The timesheet is the official time record for all non-exempt and work study/student employees.
ii) The timesheet is printed and distributed to the managers by the PPD Payroll Office after the bi-weekly payroll has been processed.
iii) Any edit changes to the official timesheet should be crossed out in ink and initialed by the employee’s supervisor. Neither correction fluid nor pencil is permitted on any official timesheet.
iv) The timesheet must be signed in ink by both the employee and their manager/supervisor (or in-charge designee), then returned to the PPD Payroll Office to be filed. Both the employee and the manager/supervisor must review and understand the time recorded before signing this document, which included the statement “I have reviewed and agree with the hours worked and time taken as shown on this timesheet.”

B. Exempt employees:

1. Recording hours worked:

a) It is not necessary for exempt personnel to submit their hours worked on a timesheet.

2. Non-worked hours:

a) All non-worked hours, i.e., annual leave, sick leave, jury duty, training, etc., must be submitted to the PPD Payroll Office on the "Absence Report for Exempt and Non-exempt Personnel" immediately after returning to work.

i) The report must be signed by both the employee and the supervisor.

b) At the end of the month, exempt employees must record all absences for the month to the “Monthly Absence Report for Exempt Personnel” and forward it to the appropriate associate director, who will sign it and forward it to the PPD Payroll Office by the second business day of the next month.

3. Daily edit reports and timesheets are not required for exempt personnel.

C. Under no circumstance are PPD accounting/payroll personnel authorized to make adjustments (edits) to their own time through the timekeeping system. The only staff authorized to make these adjustments is PPD’s accounting manager, the associate director for Finance and Services, or the director.

1. Any other employee with timekeeping system editing authorization is never allowed to edit their own time through the timekeeping system. The timesheets of these employees must be edited by their manager/supervisor or by the PPD Payroll Office staff.

Attachment: Authorization to Obtain a Identification Badge

TIMEKEEPING FILES:

OBJECTIVE: To sustain control over file access and to maintain confidentiality.

A. Access to PPD’s Payroll timekeeping files, which contain employee’s timesheets (buff sheet) and payroll edits, is limited to the following PPD personnel:

1. Director
2. Appropriate Associate Director
3. Appropriate Manager
4. Appropriate Supervisor
5. Appropriate Employee, in the presence of his/her manager or supervisor

B. The following procedure should be used to obtain a timesheet:

1. The person with access authority will go to the PPD Payroll Office and request a PPD Payroll Office employee to pull an employee’s timesheet (buff sheet) for a particular pay period.
2. A PPD Payroll Office employee must be present until the timesheet is refiled.
3. The original, signed timesheet may not be taken from the PPD Payroll Office. A copy may be obtained from PPD Payroll Office staff.

Attachment: Document Routing Procedures

TIMEKEEPING JACKETS:

THIS POLICY HAS BEEN DELETED

TIMEKEEPING SECURITY:

OBJECTIVE: To ensure that timekeeping information is kept secure and that only appropriately authorized individuals view and/or make changes to timekeeping information.

A. Access to timekeeping system:

1. Approval:

a) Any individual seeking access to the automated timekeeping system in an administrative capacity (i.e., printing reports, checking accrual balances, re-classifying leave type, etc.) shall have signed approval from both their manager and the associate director for Finance and Services on PPD form entitled “Physical Plant Network User Account Access Request.”

2. Level of access:

a) The associate director for Finance and Services will determine the extent of the access granted to the individual. Some individuals are authorized only to run reports, while others may be authorized to perform edit functions on the timekeeping information. The associate director for Finance and Services will indicate the desired level of access, and user-access profile for the individual when signing the access request form. The form is then forwarded to the PPD manager of the Information Systems Group (ISG).

b) The ISG is the only entity that is authorized to add, change, or remove administrative users from the timekeeping system. When the ISG receives the signed approval form from the associate director for Finance and Services, the ISG will enter the user into the timekeeping application, assign the selected user-access profile, and create a temporary password for the individual. The ISG will then communicate the user ID number and password to the approved individual and assist him/her in creating a new, private password known only to the user. The ISG will keep a record of the new user’s name, ID number, and user-access profile.

c) The manager of the ISG will notify the PPD Accounting Section to train the user. Authorized users will be given “read only” privileges. Those requesting edit privileges must complete automated timekeeping system training and be competent with the software, prior to being granted edit rights.

d) The ISG is not authorized to make any changes to any individual’s timekeeping information except as outlined above.

B. Training – The PPD Accounting Section will provide training to the individual accessing the timekeeping data, sufficient for them to perform their assigned duties. Upon successful completion of training, the accounting manager will notify the ISG that editing privileges are allowed, using the “Kronos Training Completion Memorandum.”

C. Daily Operations – Users approved to use the automated timekeeping system shall keep their user ID number and Password confidential. Sharing of ID numbers and /or passwords is strictly prohibited.

D. Change of access status and removal of access:

1. When there is a change in an individual user’s status, whether through the individual changing job duties, changing PPD Division/Section, or departure from the University, the individual’s manager shall notify the ISG of that change, using the form entitled “Physical Plant Network User Account Access Request.”

2. Upon notification of a change, the ISG will make the requested change and keep a record of that change. If the ISG is requested to remove an individual’s access to the automated timekeeping system, the ISG will mark the user as inactive. So that an audit trail of users and the level of their access can be maintained, there will be no deletion or reuse o