4 minute read
Tool policies for employees
Angela Marazita, CPFP
Fleet Manager City of Windsor, Ontario
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ools enable a tradesperson to efficiently carry out their duties and are considered a condition of employment for many employers. Standard tools are expected to be a part of each tradesperson’s tool box with specialty tools being provided by the employer. Every employer must consider the importance of a tradesperson’s tools as employees take great pride in the tool box they bring to the workplace.
Tool boxes
At the City of Windsor, a certified tradesperson is required to provide and maintain a tool box with the necessary tools to perform their job duties. For those employees who are not certified, the employer will supply a tool box for each employee working in the classification when hired. The contents are verified against a tool list and any missing tools are purchased to ensure the employee has a complete set. While working in the classification, the tool box is the employee’s responsibility and any lost or missing tools must be replaced by the employee. Tools that are worn out or broken will be replaced by the employer.
Specialty tools
Employers provide an inventory of specialty tools since they are specific to their shop needs. It is important to track these tools as they will be used by all staff and can be costly to replace. At the City of Windsor, all specialty tools such as impact guns, air drills and torque wrenches are kept securely in the parts stockroom and distribution is controlled by the stockkeeper. This allows the stockkeeper to monitor the assignment of tools to employees and ensure that they are returned.
On a regular basis and as the fleet changes, newer specialty tools are added to the inventory. The City of Windsor is committed to ensuring that appropriate tools are available for all employees regardless of their job classification. The management team reviews the current inventory annually and determines a budget for the purchase of additional tools as deemed necessary.
Diagnostic scan tools
The City of Windsor has a number of diagnostic scan tools for light- and heavy-duty vehicles. They are primarily used to diagnose engine codes or faults and are stored in a secure location in the garage office. Use of the scan tools is monitored by the supervisor and OEM updates are purchased regularly as they become available.
Specialty tools that are stored in the parts stockroom at the City of Windsor
Tool allowances
A tool allowance is a way to provide payment to employees in order to cover normal wear and tear of their tools. For employers that do not give a tool allowance, it is common that they would pay to replace tools that are broken at work.
There are many things to consider when establishing a tool allowance for employees. Most importantly, employers should identify the positions that require tools in order to perform their daily job duties, as this will be the basis for determining who is eligible to receive the tool allowance.
Once the positions have been determined, there are two common methods of establishing the tool allowance. The first method is based on a percentage of the retail value for the tools required by the specific position. This would require documentation of the required tools for each position and it should be reviewed on a regular basis to determine the current value. A percentage would then be applied to the value in order to establish the current tool allowance. The second method is to determine a fixed dollar amount per job classification. Once established, this method would only be adjusted upon discussion and agreement between the employer and the employees.
The established allowance can be paid annually or on a monthly basis. Annual allowances are usually negotiated to be paid on a particular pay or by a specific date each year and reflect an amount for the full year. On the other hand, a monthly allowance may be allocated in order to provide the employee with a regular installment to assist them should they need tools replaced throughout the year. At the City of Windsor, an annual tool allowance is negotiated during collective bargaining and the amount is paid to employees on a monthly basis for the duration of the contract.
Supporting your staff with the appropriate tools, supplemented by policies and procedures, will ensure the successful maintenance of a safe and productive fleet.
Angela Marazita was the first Canadian woman to achieve the CPFP designation. She can be reached at (519) 255-6560 or amarazita@city. windsor.on.ca.
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