100s, 200, 400s Flashcards
(16 cards)
The following procedures are provided to assist City employees in their relations with the news media.(read only)
A. Information given to the media should always be completely accurate.
B. Employees should be aware that the public records law in Arizona requires that most reports, memoranda, electronic mail and files should be made available in a reasonable time to the public and members of the news media upon request. If an employee believes that a particular record contains information the public disclosure of which may violate a resident’s right to privacy, the employee should consult with the supervisor, the Director of Public Information and Communications and/or the City Attorney’s Office before releasing it.
C. Information given to the media should be conveyed by the City employee who is most qualified to speak on the topic. If the information needed by the media should more appropriately come from a more qualified source, employees should refer the media representative to the Office of Public Information and Communications.
D. Employees must notify their supervisor when they conduct an interview with the media as well as reporting the interview through the City’s “media contact” e-mail group. Due to the nature of the job, Police and Fire Public Information Officers need only inform the City Manager or designee and the Director of the Office of Public Information and Communications on major incidents or controversial issues involving the City.
E. All news releases issued by City employees must be written on approved City of Mesa News Release letterhead, follow Associated Press and City style guidelines, and should include a City contact and phone number. A sample news release/template can be obtained from the Office of Public Information and Communications InsideMesa page. Copies of all news releases should be posted on the City’s website using the online posting system.
F. Employees should determine the nature of the interview and find out what questions will be asked by the media representative in order to properly prepare for the interview.
G. The Office of Public Information and Communications offers media training to supervisors and employees who interact with the media on a frequent basis.
MP104
The following procedures are provided to assist in determining when, and if, it is: appropriate to disclose information from applicants and candidates for City employment to the media:(read only)
- Information (name and short biography) on high-profile executive management positions such as City Manager, Deputy City Manager and department directors may be released to the media when applicants have been selected for the for final interview/testing process. Prior to release of the information, applicants must be notified and give approval (verbal and written).
- Information (name and short biography) on candidates (an applicant who has successfully completed the testing process and is under final consideration for employment) for other management positions such as division directors or section administrators may be released to the media upon request from the media or by choice of the hiring department. Prior to release of the information, candidates must be notified and give approval (verbal or written).
-Information (name and short biography) on newly hired employees in other positions may be released to the media upon request from the media or by choice of the hiring department. Once hired, this information becomes public record and therefore would not require the employee’s approval, but the employee should be notified of release.
MP104
Who is responsible for issuing IDs to city employees, contractors and non city staff and provides safe areas by installing electronic access systems?
Police department/Facility access.
MP116
To have a Electronic access card what must you have on file?
Access request form.
MP116
What are the 3 departments of municipal security PD/facility access you can contact if your access card is lost?
- Program assistant.
- Security communication desk.
- After hours call PD and talk with Security communications.
MP116
When talking about community meeting rooms. An organization may have use of a City community room for a total of up to __ hours in any month and up to ___ in any calendar year.
16, 144.
MP123
A City employee is considered to be in travel status anytime authorized City business-related duties or assignments takes them more than ___ ___ from their normal work location.
40 miles.
Travel Status: An Authorized Traveler is considered to be in Travel Status anytime City business-related duties or assignments take them more than forty (40) miles from their normal Work Site.
Travel Status begins when the Authorized Traveler departs for their business destination and ends upon return to their normal Work Site or primary residence.
MP201
Prior to travel, the employee must have Department Head approval on the _____ ______ __ _______ _______. And will have Items 1 through 5 completed when submitted to the Department Head for approval.
Travel Authorization and Expense Report.
Travel Authorization and Expense Report: This refers to the City form used to approve travel to allow an Authorized Traveler to be in Travel Status; to authorize Travel Advance to an Authorized Traveler; to report estimated and actual expenditures for the approved travel; and to reconcile any reimbursements to the Authorized Traveler or City.
MP201
Per Travel Regulations. Quotes should be based on a ______/_______ vehicle; reflect total estimated cost and special discount rates available.
Midsize/compact.
Additional liability insurance offered by the auto rental agency for damages to the vehicle itself and for other liability exposures shall be accepted at the time the vehicle is rented.
At a minimum, the “Loss Damage Waiver” insurance should be accepted. The Department Director may approve “supplemental” liability insurance.
MP201
To determine the City’s current mileage reimbursement rate, consult the City’s Intranet webpage under _____ (mileage reimbursement). The point of origin, the destination of the trip and the number of miles must be indicated on the Travel Authorization and Expense Report.
Payroll.
MP201
Other expenses that are directly related to authorized travel may include, but are not limited to:
Baggage fees, gas, laundry, tolls, and parking fees. The City will not reimburse for oversized baggage fees except for instances of transporting City equipment deemed oversized that is needed on City business travel.
Laundry and valet costs are reimbursable only if the duration of the trip is longer than 4 consecutive days or when the Authorized Traveler is unexpectedly required to extend a trip beyond its intended duration. When such criteria are met, laundry expenses shall not exceed a reasonable amount.
The City will reimburse for uncovered economy parking. Reimbursement of covered parking is at the discretion of the Department Director.
MP201
In accordance with the Per Diem meal allowance. The Authorized Traveler in Travel Status will be reimbursed for meal expenses incurred including taxes and tips up to the allowable __ _______ _________ _______ Per Diem rate without furnishing receipts.
U.S. General Services Administration (GSA)
The Authorized Traveler must be in Travel Status in order to be eligible for Per Diem.
Travelers may not “double-dip” by receiving a Per Diem for a meal that was purchased using a Procurement Card.
MP201
The Travel Authorization and Expense Report should reflect all the Authorized Traveler’s travel-related expenses (estimated and actual) while in Travel Status, regardless of whether they are reimbursable under this Management Policy.
Items that shall not be reimbursed include, but may not be limited to:
• First class airfare
• Any portion of the airfare that is not attributable to the City-related business travel
• Any expenses resulting in the Authorized Traveler volunteering to be bumped from a flight
• Use of internet while in flight, except for City-related business
• The cost of the liability insurance required to be authorized to drive a privately-owned vehicle on City business
• Damage to an Authorized Traveler’s personal vehicle that was used while on City business
• Gasoline when claiming mileage for use of a personal vehicle or the use of a rental car for personal convenience
• Any expenses that are related to family members accompanying the Authorized Traveler
• Authorized Travelers may stay with a friend or relative while in Travel Status, however, the City will not reimburse for any payment to the friend or relative for lodging, meals, or transportation
• Fines or penalties (hotel late charges) incurred due to failure to notify and/or cancel the reservation unless due to work-related circumstances
• Mileage and/or taxis for personal trips while on City business
• Traffic and parking tickets
• Valet parking, unless self-parking is not available
• Alcoholic beverages
• Tobacco
• Personal entertainment (hotel movies, spa services, etc.)
• Theft, loss or damage to personal effects
• Any expenses determined to be unrelated to the authorized travel or that are found to be unnecessary or unacceptable by the Department Director
MP201
Within 10 working days of receiving a contribution of $250 or more from a private individual or group, the recipient department shall acknowledge the gift with a formal thank you letter. If the contribution is other than cash, a Contributed Asset Acquisition form, available on the Notes bulletin board under __ - Finance/Property, must be completed and sent to Finance.
Forms.
MP209
When it comes to underpayment of wages. Upon receiving notice from a department or employee that an employee has been underpaid, or upon other discovery of an error resulting in underpayment to an employee, the ____ _____ ____ and ______ ______ will review all applicable timekeeping and payroll records to verify that an underpayment has occurred and the amount underpaid.
Once the underpayment has been verified, the Payroll Division will process and pay the full amount due to the employee as soon as practicable.
HR Dept and Payroll division.
MP401
If an employee is over paid and has to repay the city. They will be required to sign form:
Payroll Deduction Agreement and Overpayment Schedule.
MP401
