Administrative Procedure Memoranda

To revise or update a Mayor APM, refer to the Revising APM Standard Operating Procedure PDF .

The following is a list of Administrative Procedure Memoranda that are in effect as of December 21, 2023. This listing will be revised periodically.

Finance & Accounting
1-1	Completion and Execution of City Contracts	03/28/2019
1-2	Policy Statement on Association Dues and Licenses	09/01/1987
1-3	Fiscal Notes on Ordinances and Resolutions	04/13/2005
1-4	Purchasing Policies and Procedures Purchasing Card Manual	11/04/2009
1-5	Policy Regarding Travel at City Expense Appendix Procedural Manual Form(s) and Brochure	12/26/2019
1‑6	Authorized Expenditures for City Agencies Form(s)	08/02/2021
1‑7	Investment Policy Addendum	11/25/2019
1-8	Policy Regarding Procedures and Guidelines for Capital Project Closure	02/02/2021
1-9	Administration of Grants to the City	07/29/2022

Personnel
2-1	Relocation Expenses	10/21/2008
2-2	Travel Expenses of Job Applicants Invited to Madison for Interviews	08/08/2023
2-3	Attendance at Funerals of Deceased City Employees	08/08/2023
2-4	Procedures Involving the Review of Requests for Additional Positions and/or Classifications	08/13/2010
2-5	Vacation Carryover Policy	01/28/2010
2-6	Merit Awards Program - Rescinded 11/07/2008	07/21/1970
2-7	Temporary Transitional Assignments	08/08/2023
2-8	Affirmative Action - Certification Requests	01/29/1997
2-9	Tuition Assistance Program - Rescinded 01/02/2012	09/27/2007
2‑10	Policies and Procedures for Internal and External Training Form(s)	08/08/2023
2-11	Out-of-Class Pay	05/04/2000
2-12	Employee Assistance Program Sample Memo: Offer of Assistance	05/24/2019
2-13	Policy Regarding City Vehicle Driver Policy	08/08/2023
2-14	Procedures for Designation of "Family Partner" Family Partner Designation Form Domestic Partnership Benefits	07/11/2008
2-15	Critical Incident Stress Management (CISM)	05/24/2019
2-16	Grievance Procedure for Non-Represented Employees Non-Represented Employee Grievance Report	04/17/1989
2-17	AIDS in the Workplace	06/02/1989
2-18	Inclement Weather	02/08/2001
2-19	Salvaging of Waste Materials	12/15/1992
2‑20	Forfeiture of Rights to City Employment	02/20/2015
2-21	Family and Medical Leaves of Absence Forms	08/08/2023
2-22	Workplace Accommodations Request Form	08/08/2023
2-23	Drug Free Workplace and Testing Policy Alcohol and Drug Testing Policy Reasonable Suspicion Supervisor Instructions and Checklist Post-Accident Supervisor Instructions (CDL Holders - Only) Metro Transit Drug and Alcohol Policy	01/09/2020
2-24	Trainee Appointments	11/07/1995
2-25	Workplace Violence Prevention and Response Policy Screening Authorization Threat Assessment Team Manual	12/21/2023
2-26	Sick Leave Value Distribution at Retirement	12/18/2009
2-27	The Impact of Absences on Benefit Continuation/Proration	11/12/1999
2-28	Lunch and Break Periods	11/07/2008
2-29	Filling Permanent Vacancies in the City of Madison - Rescinded 03/01/2013	04/27/2001
2‑30	Donation of Earned Vacation Time	12/02/2019
2-31	Leave of Absence Without Pay Application for Leave Without Pay	10/12/2016
2-32	Employer Health Insurance Contributions	10/04/2004
2-33	Standard Expectations and Rules of Conduct	11/03/2022
2-34	Teleworking Policy Telework Agreement Form IT Hardware for Telework Policy	04/20/2021
2-35	Alternative and Flexible Work Schedules Alternative/Flexible Schedule Agreement (Request Form) Work/Life Balance Addendum	06/09/2021
2-36	Employees Providing Testimony on City Time	04/11/2005
2-37	Change in Address or Telephone Number Change Form	10/12/2005
2-38	Hours Worked and Time Recording for CG 21 Employees - Rescinded 06/21/2011	05/25/2006
2-39	Military Leave Policy	08/01/2006
2‑40	Fitness for Duty Examinations	01/12/2010
2-41	Nepotism	12/18/2009
2-42	Pay Practice Policy - Exempt Employees	04/05/2010
2-43	"Take Our Daughters and Sons to Work Day"	04/09/2010
2-44	Volunteers/Unpaid Interns Application	10/01/2010
2‑45	Disability Leave/Layoff	08/08/2023
2‑46	Prohibition of Weapons	10/19/2011
2‑47	Form I-9 Verification	01/02/2012
2‑48	Underpayments and Overpayments of Wages to City Employees	03/12/2014
2‑49	Paid Parental Leave Policy	11/27/2018
2‑50	Lactation Policy for Breastfeeding Employees and Visitors	03/19/2019
2-51	Community Prevalent Disease Policy Attachment A to Mayoral APM 2-51: Social Distancing Response COVID-19 Personnel Guidance for Supervisors	04/15/2020
2-52	Inclusive Workplace - Transgender, Gender Non-Conforming, and NonBinary Employees Attachment 1 - Resource Guide Attachment 2 - Language Style Guide	12/21/2023
2-53	COVID-19 Vaccination/Testing Policy Attachment A - Reasonable Accommodation - Medical Attachment B - Reasonable Accommodation - Religion Attachment C - Vaccination Attestation Form	09/29/2021
2-54	Civilian Criminal Background Checks at the City of Madison	02/08/2022
2-55	City Staff Identification	12/21/2023

Administration
3-1	Common Council, Boards, Commissions and Offices Meeting Dates: Submission, Preparation and Coordination of Ordinances, Resolutions and Reports to the Common Council Registration Statement: PDF / MS Word / Spanish PDF / Spanish MS Word Revised Procedures for Substitute or Alternate Ordinances or Resolutions	02/05/2018
3-2	Meeting Notices	10/13/2014
3-3	Retaining Architects, Professional Engineers, Designers, and Land Surveyors for Consultant Services	12/07/1996
3-4	Guidelines for Ordinance Distribution (Revised)	04/15/1976
3-5	Prohibited Harassment and/or Discrimination Policy Resource Guide Prohibited Harassment & Discrimination, Civil Rights	11/30/2020
3-5(A)	Prohibited Employment Discrimination and/or Retaliation - Rescinded 09/26/2005 (combined with APM 3-5)	09/26/2005
3-5(B)	Management Procedures for Handling Discrimination, Including Harassment, and/or Retaliation - Rescinded 09/26/2005 (combined with APM 3-5)	09/26/2005
3-6	Records Management Program Appendix A: City of Madison Records Retention & Disposition Schedule Appendix B: Madison Police Department Records Retention Schedule Appendix C: Public Health Madison & Dane County Records Retention Schedule	01/04/2013
3-7	Less than Full Time Employment	09/29/2000
3-8	Blood Donations by City Employees	06/11/1987
3-9	Appropriate Use of Computer Network Resources Attachment A: Software Categories Attachment B: Network Security Policies and Procedures	11/23/2021
3-10	Payment for Attendance at Social Events for City Employees	03/03/1999
3-11	Funding of Handheld Computers (Personal Digital Assistants or Pocket PCs) - Rescinded 08/09/2016	02/02/2001
3-12	Telephones Forms	11/23/2021
3‑13	Web Linking Policy	11/23/2021
3‑14	Review of the Impact on Water Resources by Proposed Public Works Projects Prior to Approval by the Board of Public Works and the Common Council	01/07/2004
3‑15	Tax Deferral of Accumulated Pay Upon Retirement or Termination - Rescinded 03/11/2014	03/10/2004
3‑16	Social Media and Department Websites Policy	06/22/2012
3‑17	Acquisition and Use of Surveillance Technology	05/10/2021
3‑18	Use of City of Madison Logo	11/23/2021
3‑19	City Department Manager and Staff Requirements for Protection of Receiving Waters	02/25/2016
3‑20	Software Acquisition Policy	08/08/2016
3-21	Data Governance Data Management Guide Appendix B: Future Considerations	08/02/2023

Supplies, Services, & Equipment
4-1	Policy on Relocation of Fire Department Companies	10/23/1973
4-2	Procedure for Selection of an Alternate Contractor on Public Works Projects When Successful Bidder Fails to Execute a Contract, etc.	Date Unknown
4-3	Fixed Asset Inventory Procedures - Rescinded 04/13/2005	06/14/2001
4-4	Video and Media Production Services	11/23/2021
4-5	Policy for the Purchase of Printers, Faxes, Copiers, Paper, and Toner	11/23/2021
4-6	Policy for a Sustainable Green Cleaning Program - Standard Operating Procedures	11/09/2007
4-7	Policy for the Procurement and Disposal of Electronic Products Attachment A: Workstation Device Policy	11/23/2021
4‑8	Policy for Annual Acquisition of Phone Books - Rescinded 05/08/2018	04/13/2009
4‑9	Policy For the Acquisition of Energy Efficient and Safe Vehicles	07/13/2009
4‑10	Motor Management Plan	11/18/2010
4‑11	Policy for the Procurement of Healthy Food Vending Machine Services and Creation of City of Madison Healthy Vending Standards	01/08/2019

Transportation & Traffic
5‑1	Driver's License Requirements	07/21/2022
5‑2	Vehicle Accident Reporting and Investigation Forms	06/01/2009
5‑3	Honorary Street Naming	10/13/2014

Building, Grounds, & Land
6‑1	All Hazard Evacuation and In-Place Shelter Procedures for City Facilities and Worksites	02/06/1997
6‑2	Public Notification Regarding the Trimming, Pruning or Removal of Trees Within the Public Right of Way or on Public Lands	02/20/2020
6‑3	National Corporate Headquarters Addresses	11/16/2006
6‑4	Policy to Include Energy Efficiency in Capital Projects	08/17/2010
6‑5	City-Owned Meeting Facilities Appendix	04/25/2012

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Administrative Procedure Memoranda

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