HomeMy WebLinkAbout300-0104!r„
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POLICY & PROCEDURE
Subject: Index: HRRM
CITY LOGO-WEAR Number: 300-0
Effective Date: Supersedes: Page: Staff Contact: Approved By
6/1/2018 N/A 1 of 6 Ellen Bradley-Mak Ø __-' d/(A7
1.0 PURPOSE:
To establish standards for supplying professional and readily identifiable logo-wear for
employees at a reasonable cost.
2.0 ORGANIZATIONS AFFECTED:
All divisions and departments.
For employees who are represented under the terms of a collective bargaining
agreement, this policy prevails except where it conflicts with the collective bargaining
agreement, or any memoranda of agreement to the collective bargaining agreement,
relative to the members of the bargaining unit.
3.0 REFERENCES:
Personal Protective Equipment, No. 700-12
4.0 POLICY:
It is the City's desire to provide logo-wear to promote an environment that reflects an
efficient, orderly and professional organization. This policy sets forth logo-wear
standards as well as addresses procuring and recordkeeping.
5.0 DEFINITIONS:
5.1 Purchasing Agent: Each department/division shall designate an employee to act
as the purchasing agent for the purpose of this policy.
5.2 Logo-wear: Any/all authorized clothing that contains the city logo worn for the
purpose of identifying the wearer as a representative of the City. Each City
department shall establish its own list of eligible logo-wear clothing.
5.3 Wearers: include city employees, city volunteers, and council members.
City Logo-wear Policy
p. 2
6.0 PROCEDURES
The City of Renton will provide logo-wear, within reason and subject to budget
restrictions, to those employees who meet the following criteria:
6.1 Each logo-wear eligible division may establish a logo-wear budget, specific to
their needs and with consideration for any applicable bargaining agreements,
per eligible employee. Provisions for replacements are described in section 6.7.
6.2 All purchases must be made from the City's authorized vendor(s).
6.3 Eligibility
6.3.1 A regular, temporary or seasonal status employee; and
6.3.2 Is at significant risk of damaging their own clothing; and
6.3.3 Spends a significant amount of time providing services on City streets,
rights-of-way and green spaces, i.e., Parks maintenance workers, Public
Works maintenance workers, etc.;
6.3.4 Works in jobs/areas with a significant amount of contact with the public
away from City Hall and in non-office settings, i.e., parks, recreation and
city events;
6.3.5 Works in a customer service environment that deals primarily with the
public, i.e., Municipal Court security officer, recreation center staff;
administrative staff
6.3.6 Provides services across City divisions or at various department locations,
i.e., facilities maintenance workers, custodians
6.3.7 If an employee, council member or volunteer does not meet the
eligibility requirement but wishes to purchase authorized logo-wear,
they may do so at their own expense.
6.3.8 The Department Administrator or his/her designee shall determine
eligibility for his/her department based on available budget and need.
The Administrator's determination shall be binding and not subject to
appeal.
6.4 Eligibility Exceptions
6.4.1 Items that are considered safety equipment are not included in this
policy.
6.4.2 Public Safety employees will establish their own logo-wear standards and
are therefore not included in this policy.
City Logo-wear Policy
P.3
6.5 New Purchases
6.5.1 All purchases must be pre-approved by the Department Administrator,
or his/her designee.
6.5.2 Purchases must be made through the department's/division's purchasing
agent. All purchases must be accompanied by an invoice and receipt.
6.5.3 All purchases must be itemized and list the name of the wearer for which
the purchase is being made.
6.5.4 All purchases must be accompanied with the written justification for the
purchase, as outlined in section 6.3 of this policy.
6.5.5 Purchases may be grouped and include orders for more than one wearer,
however, payment will not be approved until all required documentation
is received by the purchasing agent and Finance for each employee.
6.5.6 The purchasing agent is responsible for ongoing tracking of all logo-wear
and jacket purchases for every wearer they make purchases for.
6.5.7 A current employee logo-wear and jacket inventory by the department
must be submitted to Finance with each new logo-wear and jacket
purchase. The inventory must reflect the items that are being replaced
and/or added.
6.5.8 All logo-wear and jackets must be purchased from the City's contracted
vendor pursuant to 6.2. Any orders for items being purchased from a
vendor, other than our contracted vendor, will be rejected and no
purchase order will be issued nor will the purchase be reimbursed by the
City. The employee will be personally responsible for reimbursement to
the City.
6.5.9 Prior to all new purchases, the employee must sign and submit the Logo-
Wear Policy Acknowledgement.
6.5.10 Employees will be personally responsible for reimbursing the City for any
purchases made outside of the limitations of this policy.
6.6 Logo-wear and Jacket Replacement
6.6.1 Logo-wear and jackets may be eligible for replacement only when
needed. Typically the replacement will be three (3) years, but
replacement may be made earlier in cases of extreme wear. Within
reason, the City will replace worn-out or damaged articles that are
legitimately worn-out or damaged in the course of the employee's
normal work, based on the approval of the Department Administrator, or
his/her designee.
City Logo-wear Policy
p. 4
6.6.2 To receive a new item, an employee must turn in an unusable (damaged)
or worn-out item(s). However, contaminated items shall be properly
disposed of by the employee, and reported to the employee's supervisor.
The supervisor shall issue an approval in writing for that item to be
replaced.
6.6.3 The City will not replace logo-wear or jackets that have been purchased
by employees at their own expense.
6.7 Ownership
6.7.1 All logo-wear and jackets purchased by the City remain the property of
the City and must be returned when leaving employment with the City.
6.7.2 An employee will have three (3) business days after new logo-wear and
jacket items are received to return worn/damaged items. If these items
are not returned within this time, the full cost of replacement of those
items will be withheld from employee's next paycheck.
6.7.3 If logo-wear articles are not returned when an employee leaves
employment with the City, the full cost, at current contract prices, of the
replacement of those items will be deducted from the employee's final
paycheck.
6.7.4 Logo-wear and jackets directly purchased by an employee,
Councilmember, or volunteer are not subject to this provision.
6.8 Employee Responsibilities
6.8.1 As a representative of the City, each employee is expected to dress in a
manner which promotes a positive, professional image of the City of
Renton.
6.8.2 Wearers who are required to wear logo-wear are expected to wear it
properly and in its entirety.
6.8.3 Both regular, probationary, temporary and seasonal wearers in positions
requiring logo-wear must wear the logo-wear at all times while on duty.
6.8.4 No employee shall wear City logo-wear or jacket while off duty (other
than commuting).
6.8.5 The employee is responsible for any loss or damage of his/her City logo-
wear or jacket due to neglect.
6.8.6 Wearers must sign and acknowledge the logo-wear policy at the time
that the purchase requisition is created for the logo-wear and jacket
order.
6.8.7 Employee must sign and acknowledge receipt and return of any items.
City Logo-wear Policy
P.5
6.9 Purchasing Agent's Responsibility
6.9.1 Process requests and place orders upon receipt of the required
documentation identified in section 6.6 and signed logo-wear policy from
the requesting employee.
6.9.2 Maintain an inventory database of all purchased and returned items.
6.9.3 Upon receipt of final inventory for a departing employee, forward
summary of any un-returned items along with replacement costs to HR.
HR will then clear employee record or submit appropriate charges to
payroll for deduction from employee's final paycheck.
6.9.4 Ensure that items are being ordered from the contracted vendor for that
item.
6.9.5 Ensure that items being purchased are in compliance with City logo-wear
policy.
6.9.6 Report any violations of policy to management.
City Logo‐wear Policy
p. 6
Logo‐Wear Policy Acknowledgement
1. Work and logo‐wear clothing must be worn while conducting official City business and may be worn while
commuting to and from work.
2. No employee shall wear City logo‐wear or jacket while off duty (other than commuting).
3. All logo‐wear shirts and outerwear provided by and financed by the City of Renton will have the City Logo
attached. Any other logo‐wear is not regarded as the approved City logo‐wear and will not be subsidized by the
City or processed through the City’s financial and distribution system.
4. Within reason and at the Administrator’s discretion, the City will replace worn‐out or damaged articles of
outerwear clothing that are legitimately worn‐out or damaged in the course of the employee’s normal work. All
damaged logo‐wear items must be turned in within 3 business days after receiving new garment to replace the
damaged garment.
5. In the event an employee misplaces any part of his/her logo‐wear outerwear, the garment will be replaced at
the employee’s expense.
6. Employees are responsible for any loss or damage due to neglect.
7. All City‐purchased clothing shall remain the property of the City of Renton. An employee who terminates
employment will be required to return all clothing issued to them by the City. Failure to return City‐issued clothing
will result in replacement costs withheld from the final paycheck.
8. Work and logo‐wear clothing shall be worn in a manner that does not reflect negatively on the City. In order to
avoid bringing discredit to the City, wearers shall exercise caution in their conduct when wearing logo‐wear or
other apparel bearing the name or logo of the City of Renton.
I agree to adhere to the City of Renton logo‐wear policy. I have received a copy of this policy and understand
that upon termination of employment all City‐purchased clothing should be returned to the City. If the City
property is not returned I understand that the replacement cost of items I have received will be deducted from
my final paycheck.
________________________________________________ _______________________________
EMPLOYEE SIGNATURE DATE
___________________________________________ ____________________________
Printed Name Department
Original – Finance Department Copy – Department file