Policy Updates

Did You Know About DOR’s Disruptive Behavior Policy?

Disruptive behavior in the workplace is exampled by various types of behavior that hinders or prevents other employees from carrying out their professional responsibilities. DOR’s Disruptive Behavior Policy (OHR-038) was established to promote a safer workplace by being aware of how to ameliorate these behaviors.

Did you know DOR’s Disruptive Behavior Policy (OHR-038): 

• Applies to employees, but includes volunteers, temporary employees, vendors, contractors, and sub-contractors within the state personnel system; 

• Addresses domestic violence and threatening behavior as types of conduct prohibited by the policy; and

• Communicates that if left unaddressed, disruptive behavior typically continues, resulting in negative consequences for the individual and others.  

For more information, refer to the Policies page of the intranet. 

Did You Know About DOR’s “Policies” Page?

DOR requires all employees to be knowledgeable about its internal policies. These policies are easily accessible from the DOR intranet page that employees access to use their state email system, Payroll and UKG, and other handy links.

The link to the “Policies” page is easily found on the top banner of the DOR intranet page in gray lettering.  Once accessed, employees can easily find and become more knowledgeable about DOR’s policies.   

Here are a few examples of useful information compiled in DOR policies:  

• The notification process and protocols followed when adverse weather or safety conditions require a DOR facility closure, delayed start, or early release (see EDO–011).

• Guidelines that apply to qualifying, requesting, and approving flex schedules (see OHR–002).

• The acceptable use of state data and resources (see EDO-018).

For more information, refer to the Policies page of the intranet. 

Did You Know About DOR’s Use of Recording Devices Policy?

DOR’s policy on the Use of Recording Devices (EDO-009) was established to ensure the safety, privacy, and integrity of all employees within the Department by prohibiting the inappropriate use of recording devices.

Did you know the use of any recording device is only allowed when:

• The recording device is in plain view; and

• Authorized by each person being recorded.

Department employees are prohibited from using any hidden or disguised recording device to:

• Record, photograph, or film the voice, movements, actions or property of any persons, or documents in an electronic, magnetic, digital or other format without authorization to do so from each person recorded.

DOR’s Use of Recording Devices Policy (EDO-009) does not prohibit the unannounced and/or covert use of recording devices by authorized employees in connection with their job duties related to conducting official investigations or building safety and security, which occurs during the normal course of business.

For more information about the Department’s Use of Recording Devices Policy (EDO-009), refer to the Policies page of the intranet. 

Did You Know About DOR’s CORA Policy?

The Colorado Open Records Act, commonly referred to as CORA, requires that all “Public Records” be open for inspection by any person at any reasonable time. Every employee receives and creates public records, and DOR's CORA Policy (EDO-040) outlines how the Department complies with the requirements of CORA.

Did you know:

• The definition of public records is quite broad and involves most records and information every employee makes, receives, and keeps for any length of time about their work unless it falls under an identified exception.

• Because of CORA, most records and materials kept by DOR can be requested by any member of the public for review.

• Any documentary materials you have about your work are potentially public records. This includes emails, texts, chats, recorded meetings, etc., even on personal devices if they are work-related. You are responsible for identifying and providing these materials if requested.

• When and if you are authorized to use AI tools or systems, search prompts and results are also potentially releasable to the public.

• Deleting an email from your computer has no impact on the life of that email - Google Vault stores all emails indefinitely. 

• Regardless of format, all employees need to be mindful of the public records they create, receive, and maintain every day.

For more information on the Colorado Open Records Act, refer to the “Polices” page of the intranet located here.  

Did You Know DOR Does Not Prohibit Outside Employment?

Given the abundance of part-time second-job opportunities, it is important to be knowledgeable about DOR’s policy on Outside Employment Restrictions (EDO-047). The policy establishes requirements to follow when seeking a second job. 

Whenever an employee has questions about whether a second job is permissible while working at DOR, the immediate supervisor should be consulted first.

Did you know the policy:

• Provides examples of secondary jobs or volunteer work that are permissible.

• States that no employee may engage in any outside job that is directly incompatible with the duties and responsibilities of the person’s state position.

• Requires advance, written approval for employees to engage in outside employment.

For more information, visit the Policies page on DOR’s intranet.

Do You Know About DOR’s Federal Taxpayer Data Security Policy?

The Department is authorized under federal law to obtain and utilize federal tax returns and tax return information (FTI), which includes Social Security Administration (SSA) data and personally identifiable information (PII) for state tax administration purposes.

The Federal Taxpayer Data Security Policy (TAX-023) protects FTI, SSA, and PII data from unauthorized access, distribution, modification, or disclosure.  

Did you know: 

Employees who utilize this data are responsible for ensuring that this information is protected at all times and shall not:

• Inspect taxpayer returns and return information (FTI/SSA/PPI) at any time unless they have a legitimate business reason for inspecting such federal data. 

• Access returns or information on returns for themselves or family members, friends, business associates, or acquaintances, regardless of whether they have a legitimate business reason. 

• Print FTI/SSA/PPI at alternate worksites or an employee’s home without approval from the immediate supervisor and disclosure officer. 

For more information, visit the Policies page on DOR’s intranet.

Do You Know About DOR’s Tobacco-Free Workplace Policy?

To comply with state law and provide a healthy environment for all employees, the DOR established the Tobacco-Free Workplace Policy (OHR-058). This policy applies to all persons on state properties owned, leased, operated, or designated by DOR, including work areas in the State of Colorado.

Did you know:

This policy prohibits the use of any tobacco products at all times in any space owned, leased, occupied, or designated by DOR and requires the following:  

• DOR employees who want to smoke or use any other tobacco products outside during breaks must do so in either a designated smoking area or at least 50 feet from any entryway to the building.

• Work areas in this policy also apply to offsite locations where DOR employees are paid to engage in training activities that are required by their job duties. 

• Smoking or the use of any tobacco products is not permitted in state-owned vehicles.

For more information, visit the Policies page on DOR’s intranet.

Do You Know About DOR’s Updated ADA Title I Policy?

The Americans with Disabilities Act (ADA) of 1990 is a comprehensive federal law that addresses discrimination against individuals with disabilities in the areas of employment, public services, and public accommodations. The updated DOR Title I policy applies to all qualified employees and job applicants with disabilities.

DOR’s Updated ADA Title I Policy: 

• The Department will make reasonable accommodations for employees and applicants with a known disability.

• A reasonable accommodation is a modification or adjustment to a job, the work environment, or the way things are usually done during the hiring process.

• Once an accommodation is approved by both the appointing authority and the employee, the ADA Title I Coordinator is the appropriate point of contact if there are any questions, concerns, or a need to reevaluate the accommodation. They can be contacted here.

For more information, visit the Policies page on DOR’s intranet.

Do You Know About DOR’s Updated Payroll Cycles and Procedures Policy?

DOR’s updated Payroll Cycles and Procedures Policy (FS-044) defines the requirements and processes that Payroll applies to biweekly and monthly payroll cycles.  It is important for employees to be knowledgeable about this policy to ensure accurate and timely employee pay.

DOR’s Updated Payroll Cycles and Procedures Policy: 

• Requires all non-exempt (hourly) employees to punch in and out in UKG. 

• Restricts supervisors from punching in and out in the UKG system for hours worked by their employees unless payroll changes or business needs require supervisor action.

• Facilitates the use of the UKG Dimensions Mobile App for employees who work in the field. 

• Clarifies the timelines for the approval of leave requests and timecards.

• Establishes guidelines for Payroll to process employee overpayments and requests by employees when requesting checks to address underpayments.

For more information on DOR’s updated Payroll Cycles and Procedures Policy (FS-044), visit the Policies page on DOR’s intranet.

Did You Know About DOR’s Workers’ Compensation Policy?

The Department of Revenue is committed to providing a safe working environment for its employees. Workers’ compensation coverage provides for partial wage replacement, the payment of medical bills, and other benefits when an employee is injured in a work-related accident or suffers from a work-related illness. Learn more about this coverage in DOR’s Workers’ Compensation Policy.

For more information about the Workers’ Compensation Policy (OHR-064), refer to the Policies page of the intranet. Use the Forms page to locate the Employee Injury Statement.

Did You Know About DOR’s Gambling Prohibited Policy?

Given the upcoming Super Bowl LIX and March Madness which begins in mid-March 2025, it may be beneficial to be knowledgeable about the Department’s policy titled Gambling Prohibited and its restrictions on using state equipment for gambling.

Did you know:

The use of any and all state equipment to facilitate any type of gambling at any time is prohibited. The following applies:

DOR’s Gambling Prohibited Policy applies to all employees and temporary workers.

• Gambling during work time or in the line of duty is not allowed regardless of your work location.  

• Examples of gambling include:

• Online sports betting (for example, accessing FanDuel Sportsbook, DraftKings, or BetMGM)

• Office squares (box pools) typically associated with football scores

More information can be found on the Policies page of the DOR intranet.