Salt Lake County Human Resources Policy 5-100: Pay And Employment Practices

Transcription

1 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices PAY AND EMPLOYMENT PRACTICES POLICY TABLE OF CONTENTS I. Plicy... 2 II. Prcedures... 2 A. Respnsibility... 2 B. Temprary Emplyee Cmpensatin... 2 C. Emplyment Practices fr Rehire, Intra-Cunty Transfer, Prmtin, Demtin, Invlluntary Reassignment, Vluntary Reassignment, Inter-Jurisdictinal Transfer, Assimilatin..3 D. Annual Merit Adjustments... 4 E. Pay Differentials... 4 F. Career Develpment... 5 G. In Grade Advancement... 6 H. Grade Advancement... 6 I. Bnus Awards... 7 J. Incentive Plans... 7 III. References... 9 Appendices Pay Range Guidelines In-Grade Advancement Guidelines Grade Advancement Guidelines Apprved and passed May 22, 2018 Page 1

2 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices Purpse Salt Lake Cunty s Ttal Cmpensatin Philsphy is t attract, mtivate and retain quality emplyees wh supprt the Cunty missin f prviding high-quality, cst-effective public services. This plicy utlines the prcedures t implement pay practices in supprt f the Ttal Cmpensatin Philsphy and prvides the fundatin fr a perfrmance-based pay system. I. Plicy Salt Lake Cunty believes in a transparent, perfrmance-based apprach t cmpensatin. Our gal is t cmpete in cmparable markets fr high perfrming emplyees and recgnize that public service has rewards beynd a base pay. We strive t prvide emplyees with cmpetitive cmpensatin, benefits and retirement prgrams that reflect current market practices and are fiscally respnsible. All pay practices are cntingent n budget availability. Our pay practices will prvide cnsistency, while remaining flexible in meeting diverse Cunty needs. As part f ur Ttal Cmpensatin Plicy, Salt Lake Cunty is cmmitted t prviding emplyees the pprtunity fr career develpment and advancement within the rganizatin. The Cunty recgnizes the imprtance f having the ability t rehire, reinstate and transfer emplyees. This plicy des nt apply t Sheriff s Office swrn emplyees t the extent that there is a cntrlling Peace Officer Merit Cmmissin Plicy and Prcedure r cntrlling prvisin in the Swrn Officer Pay Plan. II. Prcedures A. Respnsibility 1. Department Heads, Divisin Directrs and Elected Officials r their designees are respnsible fr cnsulting with Human Resurces regarding any pay changes and fr ntifying emplyees f final pay adjustments. These individuals and their designees are referred t as agency administratrs thrughut this plicy. 2. Human Resurces reviews and prvides final apprval fr all pay changes addressed in this plicy. A final apprval f a pay change shall be implemented upn apprval r upn satisfying the prerequisite cnditins. 3. All new emplyee pay r changes in current emplyee pay shall be evaluated based n the Pay Range Guidelines, internal pay equity, and a cmpetitive external market rate. Base pay shall nt exceed the maximum f the grade. 4. The agency shall review all pay decisins within their agency and determine budget availability. The agency shall make internal budgetary adjustments t implement a pay change and may request additinal funding frm the Cunty Cuncil. B. Temprary Emplyee Cmpensatin 1. Temprary emplyees are paid n an hurly basis and within the pay range established by Human Resurces fr the psitin. Apprved and passed May 22, 2018 Page 2

3 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices 2. Temprary emplyees may be granted pay increases based n budget availability and in cnsultatin with Human Resurces. 3. Temprary emplyees are eligible fr Incentive Awards r Bnus Awards. C. Emplyment Practices fr Rehire, Intra-Cunty Transfer, Prmtin, Demtin, Invluntary Reassignment, Vluntary Reassignment, Reinstatement, Inter-Jurisdictinal, Assimilatin. 1. Rehire f Frmer Cunty Merit Emplyees a. Frmer Cunty merit emplyees wh successfully cmpleted a prbatinary perid and left the Cunty in gd standing (nt terminated fr cause r resigned in lieu f terminatin) with the Cunty are eligible fr rehire, withut cmpetitin, int any vacant psitin fr which they meet the minimum qualificatins. All rehired emplyees shall serve a new prbatinary perid. b. Agency administratrs shall ntify the Human Resurces Divisin f their intentin t rehire a frmer merit emplyee and request certificatin f the individual's eligibility fr rehire. c. If the individual is nt certified as eligible fr rehire by the Human Resurces Divisin, the agency administratr shall prvide the individual written ntificatin f the decisin. 2. Intra-Cunty Transfer: the transfer f a current cunty emplyee between agencies. a. Intra-Cunty transfers shall be apprved by Human Resurces. 3. Prmtin: a change frm ne psitin t anther psitin in a higher grade which may result in a pay increase. a. Merit emplyees may be prmted withut a cmpetitive recruitment int higher grade psitins fr which they meet the minimum qualificatins and are certified as eligible by the Human Resurces Divisin. b. Prbatinary emplyees may be required t serve a new merit prbatinary perid r serve ut the remainder f the riginal prbatin perid at the new agency administratr s discretin. 4. Demtin: a disciplinary change frm ne psitin t anther psitin that results in a reductin in grade and/r pay. a. Pay and/r grade shall be reduced if an emplyee in a supervisry rle is demted t a nn-supervisry rle. 5. Invluntary Reassignment: a nn-disciplinary change frm ne psitin t anther psitin that has the same grade and pay. a. An invluntary reassignment may be temprary r permanent. 6. Vluntary Reassignment: a nn-disciplinary change frm ne psitin t anther psitin that has the same grade and pay. a. A vluntary reassignment may be temprary r permanent. 7. Reinstatement: the mandatry rehire f a frmer Cunty merit emplyee wh (a) has been reduced-in-frce within the last six (6) mnths, r (b) is a veteran eligible under Apprved and passed May 22, 2018 Page 3

4 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices the Unifrmed Services Emplyment and Reemplyment Rights Act, r (c) has been reinstated as a result f Career Service Cuncil r subsequent curt actin. a. Merit emplyees accepting an appinted psitin wh are nt retained by the appinting fficer shall be reinstated in accrdance with the Cunty Persnnel Management Act. b. USERRA eligible emplyees leaving cunty fr the purpse f entering the Armed Frces shall be reinstated with all the rights and benefits prvided in accrdance with the prvisins f the USERRA. c. Merit emplyees shall be reinstated as required by any final Career Service Cuncil r curt rder. 8. Inter-Jurisdictinal Transfer: the transfer f a current emplyee f anther cmparable public merit system. a. Inter-Jurisdictinal Transfers shall be apprved by Human Resurces. b. Inter-jurisdictinal transfer emplyee is required t serve a prbatinary perid. 9. Assimilatin: the transfer f a functin f service t the Cunty which may include the transfer f emplyees. a. When the Cunty Cuncil elects t assimilate a functin r service t Salt Lake Cunty gvernment frm anther public jurisdictin, the assimilated emplyees autmatically becme merit emplyees f Salt Lake Cunty. D. Annual Merit Adjustments 1. The Cuncil may apprve funding fr an Annual Merit Adjustment. Merit emplyees are eligible fr an annual merit increase if they received an verall scre f at least 3.0 in their mst recent annual perfrmance appraisal. 2. The Cuncil may apprve funding fr redlined merit emplyees t receive a lump sum payment in lieu f a merit adjustment. Redlined merit emplyees are eligible fr a lump sum payment if they received an verall scre f at least 3.0 in their mst recent annual perfrmance appraisal. E. Pay Differentials 1. Pay differentials prvide additinal cmpensatin t emplyees fr specific wrking cnditins. Pay differentials will apply t hurs actually wrked. 2. Pay Differentials fllw the Pay Range Guidelines. 3. Human Resurces shall cnsult with agency administratrs t define psitins eligible fr pay differentials and dcument the reasn fr the differential. 4. Pay Differentials are paid as additinal pay and recrded thrugh payrll. Emplyees are respnsible fr accurately recrding time in payrll. 5. Supervisrs are respnsible fr cmmunicating apprved differentials t eligible emplyees. 6. Pay differentials include: Apprved and passed May 22, 2018 Page 4

5 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices a. Lead Wrker Differential i. A lead wrker differential is paid fr assigned lead wrker duties. The differential nly applies t a shift that cnsists f at least ne full day f wrk. ii. A lead wrker differential is nt paid t supervisry psitins. iii. A lead wrker shall perfrm all f the fllwing: a) Leading a grup cnsisting f nt less than the equivalent f tw fulltime merit r temprary emplyees; b) Assigning the wrk f all grup members; c) Assisting, guiding, and instructing grup members in the perfrmance f their duties (excluding supervisry duties such as disciplinary actins and cnducting perfrmance evaluatins); and d) Perfrming the same r similar wrk assignments as the ther members f the grup a majrity f the time. F. Career Develpment 1. Acting In a. A merit emplyee may be temprarily assigned t an allcated, higher grade psitin upn apprval by the Human Resurces Directr. b. An agency placing an emplyee in an Acting In assignment prvides the emplyee a written agreement utlining the requirements f the psitin. c. The agency and emplyee agreement shall cntain the fllwing infrmatin: i. Title f the psitin ii. Effective date f the assignment iii. The length f the appintment a) Acting In assignments are generally six mnths r less and may nt be retractive fr a perid greater than 30 calendar days. b) Requests fr Acting In extensins beynd the six mnths shall be made by the agency and apprved by the Human Resurces Directr. iv. Duties and respnsibilities f the new assignment; and v. The emplyee s pay while Acting In. d. An emplyee s pay while Acting In shall be increased t at least the minimum f the Acting In grade. The actual amunt f pay shall be based upn the Pay Range Guidelines, internal pay equity and a cmpetitive external market rate e. The emplyee s psitin number, jb cde and grade shall nt change during an Acting In assignment. f. The emplyee s pay returns t the prir rate f pay upn cmpletin f the assignment. If the emplyee becmes eligible fr a career prgressin r in-grade advancement while in the Acting In psitin, the emplyee receives the crrespnding pay adjustment g. Emplyees shall meet the minimum qualificatins f the Acting In psitin. Apprved and passed May 22, 2018 Page 5

6 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices 2. Career Mbility Assignments a. Career Mbility Assignments are designed t increase the skill set f emplyees thrugh a temprary assignment in anther sectin, divisin, department r elected ffice f the Cunty r ther public jurisdictin. b. Career Mbility Assignments may be a temprary assignment in a psitin with the same r higher grade. There may be an increase in pay fr career mbility assignments. Agencies interested in creating a career mbility assignment shall cntact the Human Resurces Divisin prir t any negtiatins. c. Agencies shall cmplete a Career Mbility Agreement Frm fr apprval by the Human Resurces Directr. d. Career mbility agreements include duties and respnsibilities f the assignment and shuld nt exceed ne year. Requests fr Career Mbility extensins shall be apprved by the Human Resurces Directr. e. The assignment may be full-time r part-time. f. If the career mbility des nt invlve an exchange f emplyees, the vacated allcatin may nt be reclassified r ablished until after the career mbility assignment has been terminated. g. An emplyee frm a public jurisdictin ther than the Cunty assuming a career mbility assignment shall be subject t an interlcal agreement. G. In-Grade Advancement 1. In-Grade Advancements prvide an increase in base pay within a grade when an emplyee has demnstrated new skills, knwledge r cmpetencies related t their psitin. Qualifying criteria shall be utlined and pre-apprved in an In-Grade Advancement Plan. This is a mvement frm within a grade that des nt require a vacant psitin. 2. In-Grade Advancement Plans shall describe hw higher-level skills, knwledge r cmpetencies will be achieved and prvide an explanatin f hw the plan will meet r further agency bjectives. 3. In-Grade Advancement Plans shall be apprved by the agency administratr and Human Resurces Directr, r designee. 4. A current jb descriptin shall accmpany the In-Grade Advancement Plan. 5. Emplyees are nt eligible fr an In-Grade Advancement if they receive an verall scre f less than 3.0 in their mst recent annual perfrmance appraisal. 6. In-Grade Advancements are based n the fllwing criteria: a. Emplyees cnsistently demnstrate increased/new prficiencies and cmpetencies gained thrugh successful perfrmance f cmplex and significant prjects, assignments and respnsibilities related t the current psitin as apprved in the In-Grade Advancement Plan. Apprved and passed May 22, 2018 Page 6

7 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices b. Emplyees demnstrate a significantly higher level f knwledge and skill in areas directly related t the current psitin and/r agency bjectives (which may be a result f btaining certain certificatins). c. Emplyees shall have successfully cmpleted their prbatinary perid in the current psitin at the time the in-grade advancement plan is cmpleted with an verall scre f at least 3.0 in their mst recent annual perfrmance appraisal. d. Time in the jb in and f itself des nt qualify fr an In-Grade Advancement. 7. Additinal educatin, certificatins, r licenses nt directly related t the psitin r agency bjectives d nt qualify fr an In-Grade Advancement. H. Grade Advancement 1. Grade Advancement is an apprved classificatin series thrugh which an emplyee will mve t a higher grade based n upn pre-apprved advancement criteria. 2. Qualifying criteria shall be utlined and pre-apprved in a Grade Advancement Plan. 3. Grade Advancements are nt advancements within a grade. This is a mvement frm ne grade t anther that des nt require a vacant psitin. 4. Grade Advancement plans are subject t the pre-apprval f the Human Resurces Divisin Directr r designee. 5. Agency administratrs wishing t develp Grade Advancement plans shall prvide current psitin descriptins t the Human Resurces Divisin and develp and include criteria fr advancement. 6. A Grade Advancement plan cnsists f a grade advancement that is defined by mre cmplex and respnsible actins, reflected in the minimum requirements and essential functins f the next higher grade. Jb Descriptins shall be designated as Grade Advancement eligible and define the minimum qualificatins required t advance frm ne grade t anther. 7. Emplyees may nly advance thrugh Grade Advancement by satisfactrily perfrming the duties f their current psitin and meeting the minimum qualificatins f the next higher jb in the Grade Advancement plan. A merit emplyee wh meets the criteria fr Grade Advancement shall be advanced. 8. Emplyees are nt eligible fr Grade Advancement if they received an verall scre f less than 3.0 in their mst recent annual perfrmance appraisal. I. Bnus Awards 1. An agency administratr may give a discretinary Bnus Award t an emplyee fr utstanding perfrmance. The award may be in the frm f cash r paid administrative leave. The agency shall keep a recrd f the utstanding perfrmance being awarded and ensure that ther similar utstanding perfrmance is being awarded equitably. Apprved and passed May 22, 2018 Page 7

8 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices 2. A bnus award in the frm f cash may nt exceed $3,000 in aggregate ver a calendar year withut Cuncil apprval. The Cuncil shall be ntified upn the award f any bnus. 3. A bnus award in the frm f paid leave may nt exceed five wrking days in aggregate ver a calendar year. 4. Merit emplyees are nt eligible fr bnus awards if they received an verall scre f less than 3.0 in their mst recent annual perfrmance appraisal. J. Incentive Plans 1. The Cunty encurages agency administratrs t establish incentive plans that reward emplyees fr exceptinal perfrmance that cntributes t higher prductivity r ther recgnizable achievements. Agency administratrs shall utilize the Incentive Plan Frm when submitting a plan fr apprval. 2. Eligibility fr participatin in an incentive plan: a. Incentive plans may be develped fr any emplyee r class f emplyees and are nrmally submitted n a divisin r sectin-wide basis. b. Written prpsals fr an incentive plan shall be n an emplyee r grup basis and any r all incumbents in the specified grup within the divisin r ffice cvered under the incentive plan shall be equally eligible. c. Merit emplyees are nt eligible fr incentive plans if they received an verall scre f less than 3.0 in their mst recent annual perfrmance appraisal. d. Incentive plans may nt be applied retractively. e. Incentive plans fr a department, ffice r divisin shall be apprved by the agency administratr prir t being submitted t the Human Resurces Directr fr apprval. The Cuncil shall be ntified upn the apprval f any incentive plan. f. All incentive plan pay is taxable cmpensatin that shall be prcessed thrugh payrll. 3. An incentive plan shall be in writing and include the fllwing: a. A descriptin f the perfrmance needed t receive the incentive. b. Clearly defined perfrmance measurement criteria. c. A descriptin f the effrts made t make the plan available t all qualifying emplyees. d. The time frame fr the incentive plan. e. The amunt f the incentive t be awarded. Apprved and passed May 22, 2018 Page 8

9 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices III. References A. Cunty Persnnel Management Act, Utah Cde B. Salt Lake Cunty Neptism Ordinance C. Human Resurces Plicies: , General Definitins , Reductin in Frce Separatins , Discipline D. Unifrmed Services Emplyment & Reemplyment Rights Act ( USERRA ), 38 U.S.C E. Fair Labr Standards Act f 1938 as amended F. Cunty Persnnel Management Act, Utah Cde G. Cuntywide Plicies and Prcedures H. Pay Range Guidelines APPROVED and ADOPTED this day f, SALT LAKE COUNTY COUNCIL ATTEST: Sherrie Swensen Cunty Clerk Apprved as t frm and legality: By Aimee Winder Newtn, Chair Vting: Cuncil Member Bradley vting Cuncil Member Bradshaw vting Cuncil Member Burdick vting Cuncil Member DeBry vting Cuncil Member Granat vting Cuncil Member Jensen vting Cuncil Member Newtn vting Apprved and passed May 22, 2018 Page 9

10 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices Cuncil Member Snelgrve vting Cuncil Member Wilsn vting Pay Range Guidelines Belw are general guidelines fr a market-based apprach t determining an emplyee s placement within a grade range. Fllwing these market-based guidelines is a grid with varius pay actin scenaris alng with crrespnding guidelines t be used and fllwed when establishing where within a grade range an emplyee shuld be paid. First Quartile. Emplyees may be placed within the first quartile f their grade range if they: Meet minimum qualificatins; are fairly new t the jb and field, have little r n direct related prir experience. Will have a steep learning curve, building skills and knwledge as well as ability t handle jb respnsibilities. Secnd Quartile. Emplyees may be placed within the secnd quartile f their grade range if they: Perfrm (r have demnstrated capability t perfrm based n prir experience) sme r mst jb respnsibilities with increasing effectiveness. Pssess mst r all f the basic knwledge and skill requirements, but may need t build upn them thrugh experience. May still be learning sme aspects f the jb r develping expertise t handle them mre independently and effectively. Cnsistently exhibit many r mst f the desired cmpetencies t perfrm the jb successfully. Third Quartile. Emplyees may be placed within the third quartile f their grade range if they: Perfrm (r have demnstrated the capability t perfrm based n prir experience) all aspects f the jb effectively and independently. Are experienced in the jb and pssess required knwledge and skills. Cnsistently exhibit the desired cmpetencies t perfrm the jb successfully. Are a seasned and prficient prfessinal. Furth Quartile. Emplyees may be placed within the furth quartile f their grade range if they: Are an expert (r have demnstrated the capability t perfrm as an expert based n prir experience) in all jb functins. Have brad and deep knwledge in their wn area f expertise, as well as related areas. Have depth and breadth f experience, specialized skills, and a perspective that adds significant value t the Cunty. Serve as an expert resurce, rle mdel r mentr t thers at the Cunty. Apprved and passed May 22, 2018 Page 10

11 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices Pay Actin New r change in pay Differentials Bnus Awards Incentive Plan Payment Acting In Career Mbility In-Grade Advancement Grade Advancement General Guidelines All new r changes in pay shall be evaluated based n the Pay Range Guidelines, internal pay equity, and a cmpetitive external market rate. An increase in pay added fr the perid the differential applies. The amunt f pay shall be evaluated based n the Pay Range Guidelines, internal pay equity and a cmpetitive external market rate. A ne-time additin t pay. May nt exceed the amunt stated in plicy withut Cuncil apprval. An additin t pay based upn an apprved incentive plan. At least the minimum pay f the Acting In Grade. The amunt f pay shall be evaluated based upn Pay Range Guidelines, internal pay equity and a cmpetitive external market rate. The amunt f pay shall be evaluated based upn Pay Range Guidelines, internal pay equity and a cmpetitive external market rate. Determined by In-Grade Advancement Plan, which is evaluated based upn Pay Range Guidelines, internal pay equity and a cmpetitive external market rate. At least the minimum pay f the new Grade. The Grade Advancement Plan shall be evaluated based upn Pay Range Guidelines, internal pay equity and a cmpetitive external market rate. Apprved and passed May 22, 2018 Page 11

12 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices In-Grade Advancement Guidelines Purpse - The purpse f In-Grade Advancement is t prvide upward pay mbility fr emplyees within the same grade. Establishing an In-Grade Advancement Plan - Prpsed In-Grade Advancement Plans are submitted t the Human Resurces Directr r designee fr final apprval. - In-Grade Advancement Plans shall be signed by the immediate supervisr, divisin directr, department directr/elected fficial, and the Human Resurces Directr r designee. - In-Grade Advancement Plans shall prvide a business justificatin that clearly demnstrates the added value t be prvided t the rganizatin by the emplyee upn cmpletin f the plan. - In-Grade Advancement Plans are evaluated based upn Pay Range Guidelines, internal pay equity and a cmpetitive external market rate. Evaluating an In-Grade Advancement Request - An In-Grade Advancement request shall be accmpanied by a signed and cmpleted In-Grade Advancement Plan. - In-Grade Advancement requests will clearly describe the business justificatin including, but nt limited t, hw an emplyee has gained additinal educatin, experience, certificatin, skill r cmpetency that is directly related t furthering the bjectives f the agency. - The Human Resurces Directr r designee hlds final apprval authrity fr In-Grade Advancements. Apprved and passed May 22, 2018 Page 12

13 Salt Lake Cunty Human Resurces Plicy 5-100: Pay And Emplyment Practices Grade Advancement Guidelines Purpse - The gal f Grade Advancement is t prvide upward mbility fr emplyees t mve frm a lwer grade t a higher grade based n pre-apprved advancement criteria. Definitin - A Grade Advancement is nt a mvement within a grade; rather it is advancing frm ne pay grade and jb cde t anther and des nt require a vacant psitin. - Grade Advancement typically requires the attainment f an additinal license, required certificatin, r specialized cmpetency in rder t meet the minimum qualificatins f the next higher grade. Establishing a Career Prgressin path - Agency administratrs shall establish Grade Advancement plans by identifying the jb cdes t be included in the plan, clearly establishing minimum qualificatins fr each jb, and submitting current jb descriptins. - Prpsed Grade Advancement plans are submitted t the Human Resurces Directr r designee fr final apprval. Evaluating a Grade Advancement request - Grade Advancement plans shall shw a clear and standardized requirement fr additinal licensure, certificatin r specialized cmpetency that allws the bearer t perfrm increasingly mre cmplex and respnsible actins, reflected in the minimum requirements and essential functins f the next higher grade. Sme examples include: Engineering: Engineer in Training (EIT) Fundamentals in Engineering Prfessinal Engineer. Nursing: Licensed Prfessinal Nurse (LPN) Registered Nurse (RN) Advanced Practice Registered Nurse (APRN). Apprved and passed May 22, 2018 Page 13