Page | 33 • Marital status; • Number of dependents; • Beneficiary; • Emergency contact information; and • Other information that may affect employee benefits and/or taxes Failure to provide accurate information to Human Resources may result in delayed receipt of important information and documents such as benefit statements and W-2 forms. Additionally, any false or inaccurate information supplied by the employee may result in the disqualification of benefit coverage under the City’s insurance plans. Any records containing medical information about a or current or former employee are maintained by the Human Resources Department in files that are separate from the employee’s general personnel file. Access to medical information is granted by the Director of Human Resources only to persons with a bona-a-fide need to know. In such cases, the Director of Human Resources will limit access only to as much information as is needed to satisfy the specific business necessity. RELEASE OF EMPLOYEE INFORMATION 322 All requests for information on current or former employees must be referred to the Human Resources Department. Information given by phone will be limited to verification of employment dates, position title, and salary. In response to lenders/credit organization (i.e., mortgage applications), information such as salary, dates of employment and job position will be provided only with received written authorization from the employee. Representatives of Government or law enforcement agencies, in the course of their business, may be allowed access to file information. Personnel file access by employees and former employees will usually be provided in response to a legal subpoena or court order. Such cases will be handled on an individual basis. SEPARATION OF EMPLOYMENT 323 Separation of employment may occur as a result of resignation, retirement, release (end of season or assignment), reduction in workforce, or involuntary termination. Resignation is a voluntary act initiated by the employee to end employment with the City. All resignations must be confirmed in writing. Employees who orally resign will receive a “Confirmation of Resignation” notice from the City. In the event of resignation, employees are expected to provide a minimum of two (2) weeks’ notice prior to their last day worked. Employees are expected to work during their notice period and may not extend their employment separation date by use of paid leave (vacation, etc.). If an employee provides more than two (2) weeks’ notice, the City will evaluate whether the additional notice is necessary for effective business operations. The City reserves the right to provide an employee with two weeks’ pay in lieu of notice in situations where job or business needs warrant such action. Regardless of reason, the separating employee must return all City property at the time of separation, including but not limited to uniforms, cell phones, keys, PCs and identification cards. In accordance with Kansas Wage Payment laws, the failure to return city property items may result in deductions from the employee’s final paycheck. Departing employees will be asked to confirm their forwarding address to ensure that benefits and tax information are received in a timely manner.
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