700-27
PERSONAL ITEMS IN THE WORKPLACE

POLICY & PROCEDURE

Subject:

PERSONAL ITEMS IN THE WORKPLACE

Index: SAFETY

Number: 700-27

Effective Date:

4/13/2015

Supersedes:

New

Page:

1 of 2

Staff Contact:

Nancy A. Carlson

Approved By:

Denis Law

1.0 PURPOSE:

This policy advises employees of their responsibility for personal items in the workplace.

2.0 ORGANIZATIONS AFFECTED:

All departments/divisions

3.0 REFERENCES:

See Safety Policy entitled "Tools and Equipment in the Workplace."

4.0 POLICY:

Employees may elect to bring their own personal items into the workplace to supplement city-owned equipment, for personal convenience, or for decorative purposes.

5.0 DEFINITIONS:

Not applicable

6.0 PROCEDURES:

6.1    It is the employee's responsibility to secure personal items brought onto the city premises.

6.2.    It is the employee's responsibility to remove personal items from the workplace upon separation from employment.

6.3.    Employees should mark items of value to help identify the employee as being the owner of the property.

6.4.    Personal items considered by the employee's supervisor to be unsafe shall not be brought into the workplace.

6.5.    The city will not replace lost or missing personal items unless the city is found to be negligent and responsible for the loss.

6.6.    An employee's personal property insurance is primary over any city insurance or self-insurance coverage. A claim for loss of personal items possibly covered by an employee's personal property insurance must first be submitted to the employee's personal insurer before making an attempt to collect from the city's insurance or self-insurance. Proof of the claim and a copy of the insurer's formal response will be required.

6.7.    The city will reimburse an employee only for documented covered losses to personal property damaged or destroyed on city-owned property (such as from a fire, explosion, burglary, earthquake, or flood) not covered by the employee's personal insurance. Any applicable deductible in an employee's personal insurance will not be reimbursed by the city.

6.8     To be eligible for reimbursement, an inventory of personal items of value shall be provided to the employee's supervisor and maintained as changes occur.

6.9.    The city will not reimburse employees for any theft or damage to employee-owned vehicles or of vehicle contents unless the city is found to be negligent and responsible for the damage or loss.

6.10.    Employees will be personally responsible for the negligent damage to city-owned property that is caused by the employee's personal property or auto.

6.11.    The city will not reimburse employees for employee-owned clothing that is damaged through normal daily wear and tear or during the performance of their regular duties. The supervisor may authorize reimbursement for loss or damage to personal clothing when unusual conditions occur that are outside of the control of the employee and the damaging activity was authorized by the supervisor. Such reimbursement shall be the responsibility of the respective department.