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Personnel Rules and Regulations

Termination/Separation

Employee Resignation

Resignations should be in writing, signed by the employee, and preferably submitted at least two (2) weeks before their effective date. A brief, signed statement identifying the effective date of the resignation is adequate. The reason(s) for resigning may be presented but is not necessary.

Persons who resign in good standing are eligible to be rehired.  Persons who resign in lieu of termination will not be eligible for rehire for five (5) years after the date of resignation.  (Revised October 9, 1999)

Persons who want to withdraw their resignation must submit a written request to the Department Director explaining the reasons for the desired withdrawal. If the Department Director decides to rescind a resignation the City’s Re-Employment policy will be followed.

Employees who resign have access to the Discrimination and Retaliation Complaint procedure. (Revised July 1, 2003)

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Indefinite Suspension - Civil Service Employees

In accordance with the Fort Worth Firefighters and Police Officers' Civil Service Rules and Regulations, Civil service employees who are indefinitely suspended will be terminated, to be effective on the date of the indefinite suspension. Such employees will be paid for any leave time for which payment is authorized. Those who are vested in the Retirement system will have the opportunity to withdraw their money from the retirement system. They will be notified by the Benefits Division of the Human Resources Department (revised June 1, 2004) of their opportunity to access benefits under COBRA in order to continue health insurance coverage. Under no circumstances will the City continue health insurance coverage for such persons as if they were still employees, even if they appeal their termination.

Filling a vacancy created by an indefinite suspension: A vacancy occurs as of the date of the indefinite suspension (termination) and will be filled in accordance with Chapter 143 of the Local Government Code.

Reinstatement of an indefinitely suspended employee: If an indefinitely suspended employee is reinstated into a promotional rank, the reinstatement will take place as directed by the Commission or the hearing examiner. In order to comply with Chapter 143 relative to the number of authorized positions within each rank, staff will present to the City Council an ordinance to increase the number of authorized positions within that rank for the reinstatement of the suspended employee. Upon reinstatement, staff will present an ordinance to decrease the number of authorized positions within that rank and in all lower promotional ranks affected by the reinstatement, as allowed under Chapter 143.085, for the efficiency of the operation of the department(s). These recommended actions, if approved, will have the effect of maintaining the number of authorized positions within each rank at a constant level.

Civil service employees affected by the reduction in force identified above will be placed on reinstatement lists, as provided by Chapter 143.085.

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Reduction in Force (revised July 16, 2013)

A “Reduction in Force (RIF)” occurs when the City ends the employment of a group or class of one or more employees (who are “RIF’d”) for reasons related to changes in the organization, the availability of funds, or other reasons related to the effective operations of the City.  RIF’d employees are not considered to have been terminated for performance or disciplinary reasons.  RIF’d employees who have not completed their initial or extended probation period at the time they are RIF’d will not be eligible for any of the benefits set out in the RIF policy. Departments reducing their workforce pursuant to a RIF must develop a written RIF plan. The plan must use the following criteria, in the following order of priority:

  1. Departmental/Division goals.
  2. Employee productivity.
  3. Employee skills, knowledge, and abilities.
  4. Employee tenure.

RIF plans must be reviewed and approved by the Human Resources Department before employees are given notices that they will be RIF’d.

Reemployment Salary and Benefits for RIF’d Employees

For an employee rehired as a regular employee within one year after being RIF’d, the Department Director and Human Resources Director, or their designees, will determine the salary for his or her new position.

If an employee has completed his or her initial or extended probationary period prior to being RIF’d, and is reemployed by the City as a regular employee within one year, any uncompensated leave time he or she has accrued will be restored and immediately available for use, in accordance with the policies applicable to the type of leave.  Employees who are rehired more than one year after being RIF’d will be considered to be new hires with no right to any restoration of leave provided herein.

An employee who has completed his or her initial or extended probationary period at the time he or she is RIF’d will be compensated for unused leave as outlined in the Personnel Rules and Regulations.

An employee who is RIF’d and later reemployed by the City as a regular employee will have his or her pension benefits determined by the terms of the applicable retirement ordinance, including Section 2.5-2

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Pre-Termination, Demotion, Suspension Process (Revised Nov. 15, 2004) (moved 2/10/06)

NOTE:  In those instances where criminal activity is the sole basis for termination, no pre-termination meeting is required. Employees who are on initial probation, temporary status and Division Heads and above are not entitled to a pre-termination meeting.

THE PRE-(TERMINATION, DEMOTION OR SUSPENSION) MEETING

  1. The meeting should include the employee, the immediate supervisor involved in the event(s) which necessitated the meeting, and one other supervisor, preferably a manager, e.g., Division Head, Assistant Director or the Director.
  2. Explain the purpose of the meeting – present the employee with the information (IOC described above) that has been gathered and give him/her an opportunity to respond  to that information.
  3. As the employee discusses his/her case, listen. Take brief notes on what he/she says. Avoid arguing with the employee – try to listen and keep focused upon the information being presented.
  4. When the employee completes his/her rebuttal, explain that a final decision will be made and a certified letter containing your decision will be mailed within 3 working days. (Revised July 1, 2003)

    All work time (employee’s work schedule) between the conclusion of the meeting and the effective date of either the employee’s return to work or his/her termination will be charged to business leave.  (Revised July 1, 2003)
  5. The employee’s time spent during the meeting will be charged to city business.
  6. If the employee’s rebuttal contained some valid points or raised questions regarding the accuracy of the information that had been gathered, investigate as needed. Report the results of your investigation to the employee in the decision letter which must be mailed within 3 working days after the meeting.

    If the employee is not able to attend a pre-meeting (due to illness, incarceration, etc.) or if the department determines it is in the best interest of the City to conduct a pre-__________ meeting through correspondence by sending a copy of the IOC described above to the employee and inviting the employee to provide a written response within five (5) working days, this method may be used in lieu of a face-to-face meeting. Before this option is exercised, the Employee Relations Division must be contacted to discuss the matter.

THE DECISION LETTER 

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Termination Processing

Departments are responsible for obtaining all city-issued property (e.g., I.D. cards, keys, purchasing cards, tools, beepers, manuals, protective gear, etc.) during the termination process. The cost of city property not returned by employees will be deducted from the employee’s final paycheck. A completed Out-Processing form should indicate any city property not returned and the cost of each item listed.

Departments must notify the Human Resources Department’s Compensation Division in writing when an employee who had access to the Personnel/Payroll screens terminates. The employee’s access to the mainframe will be removed upon receipt of the notification.

Final paychecks will be sent to the employee by certified mail on the next regular pay day following the termination. Departments must provide the employee’s current mailing address in Box E of the Personnel Action Request form.

Employees terminated during their initial probationary period will not be compensated for any accrued leave time.

Employees who have successfully completed their initial probationary period will be compensated for all accrued Vacation and Short Term Sick/Family leave. (Revised January 21, 2002) Non-exempt employees will be paid for accrued compensatory time. Exempt employees will not be paid for accrued compensatory time.

Employees who terminate during a payperiod will not be paid for Vacation Leave or Short Term Sick Leave/Family Leave accrued during their final payperiod. Employees who terminate at the end of a payperiod (who worked the entire payperiod) will be paid for Vacation Leave and Short Term Sick Leave/Family Leave accrued during that payperiod.  (Revised December 16, 2000)

Employees who terminate in a payperiod in which a personnel transaction or pay rate change occurs that increases the rate of pay, terminal leave will not be paid at the higher rate.

Employees who retire will be paid for up to 720 hours of unused old Sick Leave (they will not be paid for unused Major Medical Sick Leave).

Retirement Withdrawal forms must be completed and returned to the Retirement Office before refund processing begins. Approximately 30 days will pass before the refund check is sent by certified mail to the employee.

If an employee signs an authorization to do so, that outstanding loans with the City Credit Union may result in an employee’s final check and/or retirement refund check being held by the Credit Union, if the employee has authorized (through Credit Union loan papers) such action to be taken.

Health insurance coverage remains in effect after termination of employment through the end of the month for which payment is made for health care coverage. There will be no exceptions for employees who are appealing involuntary terminations. (revised June 1, 2004) Information about health insurance coverage available under COBRA will be sent to employees by the City’s plan administrator.(revised June 1, 2004)

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Resignation

Employees who resign their employment with the City for any reason forfeit their right to have access to the Appeal Procedure. Attempted withdrawal of a resignation shall not give an employee access to this Appeal Procedure. However, in such cases there is access to the Discrimination and Retaliation Complaint procedure. (Revised July 1, 2003)

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