Employees shall update photographs and other
information required for departmental and city
purposes as necessary to keep the information current.

PHOTOGRAPHS

A. Personnel Records Photographs

1. Each employee’s personnel records photograph
shall be updated when his or her identification card
is renewed. The Human Resources Division (HRD) shall
refer the employee to the Photo Lab with the form
necessary to have the photographs taken and processed.

2. The HRD shall maintain a file of current
photographs of all employees as part of the
department’s personnel records. The file may be
used only for identification purposes and by
authorized personnel who have the approval of the HRD commander.

B. Organizational Chart Photographs

Employees promoted to positions on the pictorial
organizational chart shall have new photographs taken.
OTHER REQUIRED PERSONNEL INFORMATION

A. Beneficiaries of Wage and Retirement Benefits

A change in wage and retirement benefit beneficiaries
shall be reported on forms available from the HRD.
Each form must be signed before a notary public at the HRD.

B. Financial Disclosure Form

The financial disclosure form is distributed
by the Honolulu Ethics Commission and must be
completed in January each year by employees in
certain exempt positions. Contact the
commission for additional information or consult
“Disclosure of Financial Interests,” Section 136-4,
Administrative Directives Manual, City and County of Honolulu.

C. Gifts Disclosure Statement

1. A gifts disclosure statement shall be
submitted before the end of July each year to
the Office of the City Clerk by all city
personnel who receive gifts that meet certain conditions.

2. It is recommended that a statement be
submitted by each employee who receives a
qualifying gift regardless of the amount of
the gift. For example, disclosure statements
should be filed by personnel who receive
scholarships limited to law enforcement personnel,
those who receive gifts related to the performance
of their official duties (e.g., plane trips/hotel
accommodations for the officer of the year), etc.

3. Statements may be submitted at any time
during the fiscal year that a gift is received;
it is not necessary to wait until the end of the
year. A signed statement need not be submitted
at the end of the year if no gifts were received.

4. The forms and additional information are
available from the Office of the City Clerk.
Completed forms should be submitted directly to
the Office of the City Clerk.

D. Home Address

A change in home address shall be reported on
the city’s notice of address change form and on
the Change of Status, HPD-349 form. These forms
should be submitted together through the element
commander to the HRD.

E. Telephone Number

All personnel shall provide a contact telephone
number (i.e., mobile or landline) to the HRD.
Any change in telephone number shall be reported
on the Change of Status, HPD-349 form, and
submitted through the element commander to the
HRD within three days. The HRD shall report
these changes to the Communications Division.

F. Marital Status

A change in marital status shall be reported
on the Change of Status, HPD-349 form, and
submitted through the element commander to the HRD.

G. Outside Employment

A change in outside employment shall be
submitted via the Outside Employment Request e-form.

OPTIONAL NOTIFICATIONS

A. Life Insurance Beneficiaries

A change in beneficiaries for the group life
insurance provided by the Hawaii Public
Employees Health Fund should be submitted on
forms available from the Finance Division.

B. Deferred Compensation Plan

Any change should be reported directly to VOYA Financial.

C. Health Plan Coverage

A change in coverage under the medical, drug,
vision, and dental plans of the Hawaii Public
Employees Health Fund should be reported on
forms available from the Finance Division.

D. Income Tax Withholding

State and federal withholding forms are available
from and should be submitted to the Finance Division.