Number IPP 101

Dated: 5/4/07
Replaces: 4/7/97

Internal Policy and Procedures

Office Policy

POLICY:

It is the responsibility of Purchasing Services staff to comply with the following departmental office policies, and the attached Business Services Attendance and Punctuality Policy, and State of Wisconsin Work Rules.

PROCEDURES:

It is the responsibility of Purchasing Services staff to comply with the following departmental office policies, and the Business Services Attendance and Punctuality Policy, and State of Wisconsin Work Rules for classified staff and unclassified staff. These are available through the Public Folders in Outlook at:
/Public Folders/All Public Folders/Division Wide/ Human Resources Material  
/Public Folders/All Public Folders/Division Wide/Human Resources Material/General Employee Information/Work Rules/~attendance and punctuality.doc

PROCEDURES:

1. UNSCHEDULED ABSENCES:  Staff must call 262-1526 before their designated starting time stating why they will be out of the office and when they expect to return.  Receptionist staff will advise the appropriate supervisor.   Staff who are able, and have “Outlook Web Access” (OWA), should update their calendar remotely. 

     1.1 Supervisor will advise other team members as necessary.

     1.2 Staff are encouraged to discuss workload or missed appointment coverage with a team member or their supervisor. They may call directly or leave a detailed message when calling 262-1526, and ask the Receptionist to forward the voice message to the appropriate staff.

2. ELECTRONIC OUTLOOK CALENDAR ACCESS:   Staff must give calendar viewing access, at minimum, to all Purchasing department staff.  Calendars should include all scheduled appointments and note whether the staff member is “busy” or “out of office”.

3. TELEPHONE CALL BACK-UP:   All staff are given voice mail which is the primary method for their call back-up.  Staff should set their message daily.  Callers who dial zero (0) to reach the Receptionist will be assisted as follows:

  • advise caller that the best person to help them is most likely the person they are trying to reach
  • offer to return caller to that individual’s voice mail, or take a message
  • offer to transfer caller to another team member, agent, or a supervisor

 4. ABSENCE REQUESTS: Time off for 8 hours or more must be submitted on the EMPLOYEE LEAVE/COMPTIME REQUEST form to a supervisor.  This should be submitted at least one week in advance when possible.  Requests for less than 8 hours off may be verbal and/or on e-mail.  When approved, staff are encouraged to notify their respective team members and the front desk.

Due to increased workload from June 1 through July 15, requests for extended absences (more than two consecutive work days) may not be approved.

5.  TIME SHEETS: Staff must submit signed time sheets to their supervisor by no later than noon on Monday following each pay period. These are available through the Public Folders in Outlook at:

/Public Folders/All Public Folders/Division Wide/Human Resources Material/General Employee Information/Forms/~HTIMESH (2)

/Public Folders/All Public Folders/Division Wide/Human Resources Material/General Employee Information/Forms/~HTIMESH2 (2)

6.   ABUSIVE PHONE CALLS: Staff must use good judgment in handling abusive calls.  If the caller is offensive (cursing, swearing, or offensive in some other way), staff may advise them that they are going to hang up and do so. 

7.  WORK AREA:  Staff are responsible to organize their work area in such a way that enables other staff to locate documentation necessary to conduct business.

     7.1     Return general office files after use; do not store them in offices.  If it is necessary to retain files at work areas, be sure files are organized and accessible.

     7.2      Files are not to be stacked on the floor.

     7.3      Office decor should be appropriate for a business environment.

References:
Telephone Policy Paper
Classified Employee Work Rules
Employee Leave/Comp Time Request
Employee Handbook for Classified Employees
Overtime and Comp Time Policy for FLSA Exempt Employees in Outlook:
/Public Folders/All Folders/Division Wide/Human Resources Material/General Employee Information/Policies/~overtime and comp time policy document