Mn/DOT Meet & Confer
January 9, 2008
Conf Room CO 461
Committee Members Present:
Bob Eddy
Kevin Gray
Tim Henkel
Joella Givens
Lisa Freese
Tom Dougherty
Julie Skallman
Mark Wikelius
Ward Wheeler
Karen Ehrisman
Rich Peterson
Karin van Dyck
Rick Arnebeck
Agenda Items:
Time and Expense Issues:
Leave Requests
The union brought up time-keeping practices and noted there doesn’t seem to be a standardized method for requesting leave time. Some employees still use paper leave request slips but many make requests for leave via an e-mail to their supervisor. They suggested that management clarify and establish criteria for protocol to use when employees request leave time.
The union stated the standard operating procedure among staff who utilize e-mail requests for leave is that it is considered to be an “acceptance” after the leave request has been opened by a supervisor (even if no response is sent to the employee). Management perspective is notification can be done via e-mail, paper, or phone or whatever is acceptable between individual supervisors and their staff.
Business Manual
The Mn/DOT Business Manual (April 2005) was referenced by the union. It was noted that some MAPE employees have expressed a concern about feeling they are now “under extra scrutiny” for expenditures due to a recent department investigation. Rules for expenses are contained in the Mn/DOT Business Manual Which is currently available through the Employee Services section on the Mn/DOT IHUB. Management stated the Business Manual is currently being updated to provide clarity and consistency. The department is working at making the document more accessible to staff, with a higher visibility. Plans are to incorporate the Business Manual into future New Employee Orientation sessions. Additionally, there may be training sessions for supervisors to familiarize themselves with the Business Manual.
The union will pass along information to stewards regarding the Business Manual and how to access it. Management stated the document should be ready for finalization sometime in March 2008.
Expense Reimbursements
The union asked for reimbursement clarification when a continental breakfast is offered as an amenity by a hotel. Management said a continental breakfast is not necessarily considered a breakfast expense. It would depend on the type of breakfast; i.e. coffee/rolls or a hot meal. If a meal is included during an all-day conference / training session, meals purchased outside of the venue may not be reimbursable.
The union asked what the procedure is when there is a discrepancy in an employee’s expense report. Management said in the Central Office the change is made by the Business Services Office if the issue is determined to be a clerical / math error. Otherwise, the employee expense report is sent back to the employee for revision.
“Creative” Methods for Filling Vacant Positions
The union expressed concern that stewards are getting complaints from members regarding the perception of positions being filled with a “pre-determined” candidate. This creates morale issues.
Management suggested that specific concerns of this nature need to be brought forward and addressed.
