President / Tom Begay,
Vice President / Joan Nez,
Secretary/Treasurer / Steven Begay,
Council Delegate
PUBLIC EMPLOYMENT PROJECT POLICY
I. PURPOSE
The Public Employment Program (PEP) shall provide employment opportunities to the Bahastl’ah Chapter membership. The intent of the program is to provide a means of income, training, and short-term labor assistance to the community members with emphasis to seek permanent long-term employment with other business entities. The PEP budget shall be allocated by the Navajo Nation Council through the Navajo Nation budgeting process. The Bahastl’ah Chapter shall develop and submit a budget for appropriation and projects shall be approved only upon the availability of funds.
II. PROJECT APPLICATION
All projects are part of the annual budget approval, shall be approved by Chapter membership prior to initiation of the project activity. The Project Application form shall be completed properly by the Community Service Coordinator in accordance with the Bahastl’ah Chapter approved plans of operation for all Chapter functions and administrative policies for record-keeping, personnel, payroll, property management, contracting procurement and program management. All project(s) files shall contain the following information:
1. Project Name/Project Number or Type of Project
2. Project Start Date and Date of Completion
3. Description of Project and Work Plan (Scope of Work)
4. Alternative Projects (if project should be completed before completion date)
5. Budget/Total Project Cost and Resources
6. Personnel Roster or Type of position needed
7. Indication of irregular hours or holiday employment
8. Certification and Approval of Project
9. Job Description(s)
III. RECRUITMENT, SELECTION AND HIRING PROCESS
All applicants shall be recruited, selected and hired, as part of the Administrative Management. The Community Service Coordinator and/or Bahastl’ah Chapter officials will conduct interviews on an equal and fair basis. The Navajo Nation Preference in Employment Act, as amended, shall be used in the selection and hiring process. The Bahastl’ah Chapter Employment Application form shall be used.
A. All applicants shall be residents and registered voting members of the Bahastl’ah Chapter and may not be employed by another Chapter
B. All positions shall be advertised at a minimum of ten (10) days
Community members will have the opportunity to submit applications. Notice may be done through various means of communication:
1. Posted on Chapter bulletin board.
2. Announced at regular, planning or other community public meeting.
3. Post in public, business sites and/or chapter website, Social Media.
4. Announced through news media (radio or newspaper)
C. Selection Criteria
To effectuate this policy, the following criteria shall be used for the selection of employees:
1. Preference shall be given to the Chapter registered voters/ Veterans shall be given preference.
2. Skills, experience and knowledge of work to be performed. Applicants with the necessary tools, i.e. carpentry.
3. Those that have not been employed more than six months or 2080 hours.
4. Other criteria that may apply.
D. Hiring Procedures/Employment/Termination Notices
1. Application
2. Proof of Social Security Number Census Number Bahastl’ah Chapter voter registration,
3. Mailing Address
4. Veteran DD-214 or Discharge Certificate
5. Signed drug/sexual harassment free work place affidavit.
6. Duration of employment cannot exceed 2080 hours or six-months during a program’s fiscal year.
E. Personnel Folder
A personnel folder shall be developed for each employee. All documents are to be considered confidential and kept in a safe place under secure locked filed cabinet pursuant to the Records Management Policy. The personnel folder shall contain at least the following information or documents:
1. Complete Bahastl’ah Chapter Application.
2. Employment/Termination Notice (Personal Action Form)
3. Copy of Social Security Card and/or Employee Eligibility Verification Form I-9
4. Valid State Driver’s License / Identification Card (copy)
5. Certificate of Indian Blood (copy)
6. Copy of DD-214 or Discharged certificate (if applicable)
7. Completed W-4 forms
8. Sign DRUG/ALCHOLOL statemen & Standard Conduct
9. Copy of Diploma, Degree, Certificate(s) Including Navajo Nation Food Handlers Permit.
IV. TIMESHEETS, DEDUCTIONS, PAYROLL
It shall be the policy of the Bahastl’ah Chapter to compensate the employees for their services under PEP. This shall be documented and shall include procedures for payroll, timesheet and deductions. The process shall be as follows:
1. A timecard and timesheet shall be made available for proper accountability.
2. Each employee shall be required to clock-in/out at the Chapter.
3. Each employee shall review and sign the timesheet.
4. The project Supervisor shall submit the timesheets, the weekly project reports and the daily timecards at the end of each pay period no earlier than 4:30pm to Office Assistant for review, Account Maintenance Specialist (AMS) for processing with the final process with final approval of the Chapter Coordinator.
5. Pursuant to LGA, the Community Service Coordinator and Chapter Secretary/Treasurer or Chapter President, if the Secretary/Treasurer is not available, the Chapter President shall co-sign all payroll checks.
6. Payroll checks shall be distributed to employee on scheduled Payday (Wednesdays). Payroll maybe released early only with extreme emergency cases with Community Service Coordinator approval. Documentation will be required.
7. Payroll checks shall be picked up ONLY by the payee, unless the payee signs written authorization identifying a certain individual to pick-up his/her payroll.
8. At the end of the calendar year the payroll processes shall close. The Accounts Maintenance Specialist shall ensure the issuance of W-2’s to all employees who worked during the year by the date established by the IRS and shall ensure all W-4’s is submitted to the Social Security Administration.
V. PROJECT EXTENSION
A project may be extended beyond its original completion date due to various situations such as weather, emergencies, unforeseen incidents and other reasons. Extensions may be approved by the Community Service Coordinator with concurrence by the Chapter President based on the following information:
1. Copy of approved Project Application
2. Project Status Report
3. Reason or justification for the extension
4. Number of days needed and availability of funds
5. Amount of PEP funds needed and availability of funds
6. A new Project Application shall be developed
7. Employees shall require new Employment/ Termination Notices
VI. PROJECT EVALUATION
During the annual budget formulation and annual strategic planning process each PEP project will be evaluated to determine:
1. The need to adjust/revise current project scopes of work.
2. Determine if project is an on-going project or one-time project.
3. Determine new projects, scopes of work, staffing and funding.
4. Evaluate the project to determine success or improvements.
5. Internal evaluation of staff performance.
VII. AMENDMENT
This policy may be amended from time to time upon the recommendation of the Chapter Community Service Coordinator to the Chapter Officials and approved by the chapter membership at a duly called regular chapter meeting.
Final Revision: / August 10, 2017Resolution #: / 17-05-17-032
Motioned by: / Sonlasta Jim-Martin
Seconded by: / Ryan Sandoval
VOTE: / 20-00-04
Mtg Date: / May 17, 2017
Page | 2