Policy Text
POLICY
184.0EMPLOYEE PERSONNEL INFORMATION
REVISED: 11/2011 RELATED POLICIES:
Reviewed by Chief David Magnusson
5/2019
A.PURPOSE
To provide guidelines for Department employees to ensure that their personnel
information is both accurate and current, which will provide for greater accountability
and facilitate a more orderly flow of information among the various Village Departments.
B.POLICY
It is the policy of the El Portal Police Department that upon the change of any employee's
familial status (i.e. name/address, marriage, divorce, birth of children, beneficiary, etc.), a
revision shall be made through our Department’s Administration Office. Such fiduciary
interests are of vital interest to both the Village and the employee, and it is incumbent
upon the employee to ensure this information is updated on a regular basis and as
necessary.
C.PROCEDURE
1.Department employees shall notify the Department’s Administration Office
within ten days of the change of any of the employee’s familial status. These
revisions may include, but are not limited to:
a.Insurance beneficiaries (medical/dental insurance or life insurance)
b.Pension benefits
c.Deferred compensation benefits
2.Employees must submit a Status Change Form within 48 hours of the effective
date of any changes of name, address, telephone number, cell phone number,
pager number or a change in emergency notification information.
3.For those changes beyond the scope of the Department’s Administration Office,
employees are directed to contact any of the following offices:
a.The Village Clerk for benefit changes involving medical/dental coverage,
COBRA coverage, term life insurance and workers compensation issues,
including initial injuries and on-going medical care; Accidental On-the-job
Death Beneficiary designations and any changes requiring legal
documentation;
b.Appropriate Pension Board for review of marital status, children,
designated beneficiaries, and service and non-service incurred death
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information;
c.Deferred-Compensation: for designated beneficiary revisions.
4.Employees should be aware that the aforementioned entities are to serve as a
general guide, and should not be considered all-inclusive. Any applicable updates
to this policy will be made as necessary.
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