POLICY 35
COMMERCIAL DRIVER’S LICENSES (CDL)
Effective Date: November 1, 2022
SECTION INDEX: Commercial Driver’s Licenses (CDL)
1. Purpose
2. Reference
3. Application
4. Guidance
5. Forms
1. PURPOSE
This policy helps address the challenges of finding qualified new employees with Commercial Driver’s Licenses (CDL) by assisting with the cost of obtaining a CDL once an employee has been hired. This policy is consistent with the City’s Diversity Equity and Inclusion (DEI) goals, to increase access to employment at the City for those for which the cost of obtaining a CDL could be a significant barrier. This policy will also help build the skills of existing employees and bolster employee retention by helping current employees obtain a CDL.
2. REFERENCE
• Federal Motor Carrier Safety Administration (FMCSA), Washington State Department of Licensing (CDL).
3. APPLICATION
This policy applies to all individuals employed by the City of Olympia, unless a provision of the policy conflicts with a contract or statute (e.g., Collective Bargaining Agreement (CBA), Civil Service Rule, or Memorandum of Understanding (MOU).
4. GUIDANCE
A. Eligibility for CDL Reimbursement
CDL Required Positions. If an employee is hired for a CDL required position and does not have the required CDL (Maintenance Worker II, Refuse Collector, for example) they will be hired as “in training” (10% below step 1) until they successfully obtain a CDL. Once they obtain the CDL they will be moved to Step 1 within the appropriate classification.
Non CDL Required Positions. Permanent staff in positions that do not require a CDL may request the opportunity to pursue City-sponsored CDL training. The expectation is that they would pursue a CDL required position at a later date in the City. This will be subject to Department Director approval and available budget. Permanent staff must pass their probation to be eligible for this program. Priority will go to CDL required positions. The City will also pay for the renewal of the CDL license for staff in non CDL positions as determined in paragraph 7.9.2 (Commercial Driver’s Licenses) of the AFSCME contract.
The number of employees that can receive CDL reimbursement will be limited to funds available. Priority will go to CDL required positions.
Use of City equipment for testing or practicing requires supervisor approval, subject to availability. Work needs and requirements will take precedence and the City cannot guarantee equipment will be available for testing and practicing. A current CDL holder must be in the vehicle. Testing and practicing must occur on City property, not on City streets.
B. Payment
The City will pay 50% of upfront costs for class registration. The Employee will be responsible for paying the other 50% of the registration. The City will reimburse the employee’s share once the employee successfully obtains a CDL.
Reimbursement is limited to $6,000/employee. The City will not pay for failed attempts of written and/or practical testing.
The City will provide a $2,000 reimbursement to any employee who paid for CDL classes out of pocket after January 1, 2019, through November 30, 2022, and prior to the implementation of this policy, while employed with the City. Employees will be required to show proof of expense and still hold a valid CDL.
Employees will be required to sign an Employee CDL Reimbursement agreement that they will maintain employment with the City for 2 years after the date of obtaining the CDL. If employment is terminated for any reason, other than reduction in City’s workforce or layoff, or the employee resigns before completing 2 years of service, they will be required to pay the City back for the portion the City paid towards acquiring their CDL. The amount paid back to the City will be prorated based on the time remaining to complete the 2 years of employment. An employee may appeal to the Department Director to waive this reimbursement requirement due to a FMLA or PFML qualifying event.
The City will not reimburse for a replacement license or identification card unless it was destroyed or lost due to the employee's job through no fault of the employee.
C. Requirements
In order to receive the reimbursement, the employee must:
• Sign an agreement that they will maintain employment with the City for 2 years after the date of obtaining the CDL. If an employee does not stay for at least 2 years, they will be required to pay the City back for the portion the City paid towards acquiring their CDL. This will be based on prorated basis on the time left to complete two years. (For example, if one year is complete the employee will pay back 1/2 of the portion the City paid)
• Obtain the CDL within 12 months of starting the program and pass the CDL written exam within 6 months of starting the program; and,
• Obtain the appropriate CDL as required for their current position (Class A with Tanker, Class A, Class B, for example). If not needed for current position, the employee will obtain a Class B at a minimum, or other as specified by their supervisor. The expectation is that an employee will obtain a CDL within 12 months.
Employees must pass the CDL written exam within 6 months of starting the program.
The CDL obtained will be what is required for the job (i.e. Class A with Tanker, Class A, Class B)
If an employee does not get their CDL within one year for a CDL required position, they will be separated for not meeting probation requirements unless the Department Director grants an extension. The maximum extension period will be no more than 6 months. There will be no more than two (2) extensions.
Upon Supervisors approval, employees can be allowed to attend CDL classes during work hours for both required and non-required CDL positions, when overlapping with normal work hours. Attending CDL classes outside of normal work hours is not overtime eligible.
Non CDL Required Positions. Upon supervisor’s approval, permanent staff that obtained a CDL through this program may be asked to work/volunteer during emergency operations.
D. Probation Periods
Probation will be one year for employees that are hired into CDL-required positions that are going through the CDL reimbursement program; or when the employee receives their CDL whichever is sooner. Probation will be a minimum of 6 months.
If an employee does not get their CDL within one year, they will be separated for not meeting probation requirements unless the Department Director grants an extension. Extensions will be no more than 6 months. There will be no more than two (2) extensions.
Upon supervisor’s approval, employees can be allowed to attend CDL classes during work hours, when overlapping with normal work hours. Attending CDL classes outside of normal work hours is not overtime eligible.
5. FORMS
Employee CDL Reimbursement Agreement
Revision History: New April, 2023.