STATE EMPLOYEE POLICIES & PROCEDURES Handbook Number 1400.01 Texas Military Department State Employee Policies & Procedures Handbook Number 1400.01 1 January 2018 Texas Military Department (TMD) 2200 W. 35th St Austin, TX 78703 OPR: State Human Resource Summary. The Texas Military Department (TMD or “the department) developed this Employee Handbook of Policies and Procedures to: 1. Provide formal policies and procedures for state employees; 2. Help employees understand their responsibilities as a TMD state employee and the department’s expectations about work and personal conduct; 3. Help employees be aware of available employment related benefits and services; and 4. Help assure consistent interpretation and application of established policies. The information in this handbook is current as of the date of the publication date but is subject to change as statutes, regulations, and department policies are modified. The Adjutant General reserves the right to change the provisions of this guide at any time and without notice. In the event of a discrepancy between this handbook and more recent department rule, policy or procedure, the most recent publication prevails. Applicability. TMD personnel (including state employees, state supervisors and managers, and military personnel who supervise state employees) are responsible for knowing and following all policies contained in this handbook. Management Control Process. No handbook or policy manual can address every possible employment related situation that may arise therefore, TMD management may: 1. Act within its discretion to resolve issues that are not adequately addressed in this handbook; and 2. Depart from written policy, when necessary to address the circumstances of a particular situation, if the departure is approved in advance by the Adjutant General of his designee. Proponent and Exception Authority. State Human Resources Supplementation. Supplementation of this handbook or establishment of command and local forms on (subject of SOP) is prohibited without prior approval from the Adjutant General (TAG), through the State Human Resources (NGTX-RMH), P.O. Box 5218, Austin, TX 78763-5218. Suggested Improvements. Users are invited to send comments and suggested improvements concerning this handbook directly to State Human Resources (NGTX- RMH), P.O. Box 5218, Austin, TX 78763-5218. Distribution. A TABLE OF CONTENTS CHAPTER I ....................................................................................................... 1-1 GENERAL INFORMATION .......................................................................................... 1-1 At-Will Employment ....................................................................................................................... 1-1 Introductory Period ........................................................................................................................ 1-1 Office Hours .................................................................................................................................. 1-1 Lunch Time.................................................................................................................................... 1-2 Breaks/Rest Periods ..................................................................................................................... 1-2 Dress Code ................................................................................................................................... 1-2 Workplace Conduct & Employee Dating Policy ............................................................................ 1-4 Pay Period ..................................................................................................................................... 1-6 Common Access Cards ................................................................................................................ 1-6 Use of State Property .................................................................................................................... 1-7 Office Closure Information ............................................................................................................ 1-9 Travel Reimbursement ................................................................................................................ 1-11 Safety ....................................................................................................................................... 1-11 Personal Information Updates .................................................................................................... 1-14 Alternative Dispute Resolution Policy ......................................................................................... 1-14 Open Door Policy and Counseling .............................................................................................. 1-15 CHAPTER II ...................................................................................................... 2-1 EMPLOYMENT PRACTICES ....................................................................................... 2-1 Equal Employment Opportunity (EEO) Policy Statement ............................................................. 2-1 Harassment Free Workplace ........................................................................................................ 2-1 Sexual Harassment Policy ............................................................................................................ 2-2 Disability Accommodation ............................................................................................................. 2-4 HIV/AIDS and Aids-Related Conditions ........................................................................................ 2-9 Religious Accommodation ............................................................................................................. 2-9 Whistleblower Policy ................................................................................................................... 2-10 Internal EEO Complaint Procedure ............................................................................................. 2-10 Protection Against Retaliation ..................................................................................................... 2-11 Recruitment Plan ......................................................................................................................... 2-11 Hiring Procedures ....................................................................................................................... 2-14 Filling Vacancies ......................................................................................................................... 2-15 Military Occupational Specialty Codes ........................................................................................ 2-17 Veterans' Preference................................................................................................................... 2-17 Veterans' Preference in Applicant Screening ............................................................................. 2-18 Adjutant General Appointment .................................................................................................... 2-18 Adjutant General Hire of Service Members for Extended State Active Duty .............................. 2-18 Former Foster Children Preference ............................................................................................ 2-18 References for Former/Current Employees ................................................................................ 2-18 Criminal History Checks .............................................................................................................. 2-19 Limited Drug Testing ................................................................................................................... 2-19 E-Verify ....................................................................................................................................... 2-19 Returning Service Members........................................................................................................ 2-19 Personnel Files ........................................................................................................................... 2-20 Outside Employment ................................................................................................................... 2-21 Dual State Employment .............................................................................................................. 2-22 Exit Survey .................................................................................................................................. 2-22 TABLE OF CONTENTS Lactation Policy ........................................................................................................................... 2-23 Nepotism ..................................................................................................................................... 2-23 Performance Appraisals .............................................................................................................. 2-25 Reduction-in-Force ...................................................................................................................... 2-25 Training ....................................................................................................................................... 2-28 CHAPTER III ....................................................................................................