(A) Employees eligible for allowance. Employees of the city’s Fire Department and the city’s Police Department are required to wear uniforms and/or clothing that meet federal, state, and local standards in both design, uniformity, and safety and thus will be provided a uniform and clothing allowance in conformity with the provision of this policy.
(B) Distribution and maintenance. The city’s Common Council has the authority to provide a uniform, clothing, and safety equipment allowance in its annual budget process. Eligible employees will receive standard issued uniforms necessary for the performance of his or her duties, as determined by the employee's Department Head. Each eligible employee shall keep, maintain, and wear the distributed uniform as specified by their Department Head. Replacement of any clothing is the responsibility of the employee and must be done as needed and upon approval by the employee's Department Head. Uniforms shall be maintained in proper working and presentable condition.
(C) Allowance. Eligible employees will receive an annual uniform and clothing allowance equal to the amount authorized by the Common Council per year, per eligible employee working full time or part-time. This allowance is subject to the approval of the Department Head and the Common Council appropriating monies in the annual budget for such allowance. This allowance will be pro-rated based on the date of hire for any employee of the city who has not completed one year of employment as of the beginning of the calendar year. The Common Council shall retain the ability to amend or repeal this allowance at any time through its budgetary process.
(D) Use and return policy. When off-duty, an employee may not wear their uniform in public, except when traveling to and from work, unless expressly authorized by his or her Department Head. When an individual leaves the employment of the city, the individual's uniform and/or clothing must be returned to his or her Department Head. The city may withhold from the employee's check or final paycheck the cost of any items that are not returned.
(E) Internal controls. Payment of this allowance will only be made to an employee that submits satisfactory proof of uniform and/or clothing purchases and/or expenses. Employees shall retain all receipts and other documentation related to this policy and present copies of these records to the employee's Department Head and the City Clerk-Treasurer for approval. Employees that do not retain proof of their expenditures will not be paid this allowance. The City Clerk-Treasurer shall process this allowance through the city's payroll system. All other internal controls provisions adopted by the city shall be adhered to in the administration of this policy.
(Ord. 6-2022, passed 4-11-22)