HERNANDO COUNTY Board of County Commissioners

Transcription

1 HERNANDO COUNTY Board of County Commissioners Policy Title: Effective Date: April 24, 2018 Employee Compensation Revision Date(s): April 24, 2018 Latest Review: February 9, 2018 Policy Statement It is the intent of the County to maintain a Pay Plan which shall provide the basis of Compensation for employees. A. It is the policy of the County to pay employees within the funds available in an equitable manner both internally and externally while complying with all applied laws and regulations. B. This policy is developed by the Human Resources Department and approved by the County Administrator and the Board of County Commissioners (BOCC). This policy is in accordance with the Fair Labor Standards Act, Florida Statutes Chapter 119, and the General Records Schedule for local Government Agencies issued by the State of Florida. C. Where provisions of this policy conflict with a Collective Bargaining Agreement, the terms of the Collective Bargaining Agreement will prevail. Employee Compensation 1

2 Procedure I. The Pay Plan A. Composition of the Pay Plan : The Plan shall include a schedule of hourly and salary ranges for each job classification in the Plan, consisting of minimum, mid-points and maximum rates of pay. The Plan will be developed through the use of generally accepted techniques of job analysis, evaluation and pricing. B. Adoption of the Pay Plan: The Human Resources Department shall prepare the Pay Plan and present it to the County Administrator for approval and adoption by the BOCC. C. Amendment of the Pay Plan a. Amendments to the Pay Plan shall be considered by the Human Resources Department, when changes of responsibilities of work, availability of labor supply, prevailing rates of pay, increases in minimum wage, the County s financial condition and policies, or other pertinent economic considerations warrant such action. Amendments shall be made in the same manner as the original adoption of the Pay Plan. D. Administration of the Pay Plan a. All Hernando County employees shall be paid in accordance with the rates of pay set forth in the Pay Plan for the job classification to which the appointment is made. b. Initial appointed pay rates will be established by Human Resources, taking into consideration past experience and qualifications. Due to the budgetary impact and other departmental factors, Department Directors/Managers will have input into the pay rate; however, Human Resources will recommend the rate of pay for all newly hired employees of Hernando County. Any pay rates that exceed the pay grade midpoint must be approved by the Human Resources Director and the County Administrator, or designee. c. Collective Bargaining Unit employees must be hired in accordance with the pay practices stated in their Collective Bargaining Agreement. Employee Compensation 2

3 II. Work, Hours and Compensation A. Hernando County tracks all non-exempt employees time worked in order to accurately determine employee compensation. Time worked includes all authorized time that an employee is required to perform his or her duties on behalf of Hernando County. It also includes rest periods of 15 minutes or less and other types of compensable times as defined in this policy. Time worked does not include uninterrupted time off for lunch or dinner and other uninterrupted breaks exceeding 20 minutes. B. Normal work hours are those hours which the employee is regularly scheduled to work. C. Employees are classified as being part-time when normal work hours are less than 30 hours per week. Employees are classified as being full-time when normal work hours exceed 30 hours per week. D. Employees may be called out beyond their normal work hours. E. It is the responsibility of management to provide employees with at least five (5) workdays notice prior to changing a work schedule. Employees must obtain management approval when a need for changing their work schedule arises. F. A workweek for full time employees shall consist of four (4) or five (5) consecutive days of forty (40) hours of work schedule Monday through Sunday. An employee or management, with an employee s concurrence, may request to have the employee s work week temporarily modified to have non-consecutive days off. This will require supervisor and Union Business Agent, if applicable, approval. The work week may be temporarily amended based on specific projects/events. G. Department Directors may flex an employee s hours within a work week. Flextime is earned hour for hour and must be utilized within the same work week in which it is earned. H. Work Breaks a. Employees shall be granted one (1) break period of fifteen (15) minutes duration during each half of a workday that is ten (10) hours or less. The time of the break must be approved by the supervisor. b. No single work break shall exceed fifteen (15) minutes absence from the employee s assigned work location and duties. Employee Compensation 3

4 c. During work breaks, unless authorized by management, employees may not leave their assigned building or facility, or their workplace if employed out-of-doors. d. An employee may not accumulate unused work breaks, and work breaks may not be used to cover an employee s late arrival or early departure from duty. I. Regular Pay a. Regular pay is received for scheduled hours worked when an employee actually works. b. The scheduling of work hours is the responsibility of the department in which the employee works. J. Fair Labor Standards Act Status a. Employees in positions that are classed as being exempt according to the Fair Labor Standards Act will be compensated on a salary basis. Exempt employees are not subject to on-call, call-out, or overtime pay. This does not preclude these employees from being no-call or called-out. b. Employees in positions that are classified as being non-exempt according to the Fair Labor Standards Act are compensated on an hourly basis and are subject to on-call, call-out and overtime pay. Such pay will be paid in additional to the employee s base wage/pay rate. K. Unscheduled Work/Shifts a. All employees called into perform work on his/her scheduled day off shall be guaranteed a minimum of two (2) hours at their regular rate of pay. Overtime will be applied when hours worked are greater than forty (40) per work week. L. On-Call Pay a. Employees who are selected for on-call work shall be compensated for all on-call work hours, inclusive of call-out hours, at a flat rate of $1.50 per hour (including holiday s). Employee Compensation 4

5 b. Non-exempt employees who are selected for on-call work shall be compensated a minimum of two (2) hours of regular rate of pay for each on-call work assignment in which work is performed. Any additional on-call work assignments within the same two (2) -hour timeframe will not result in additional compensation, however, if the employee reports back to their home base and is called out again, then the two (2) hour minimum shall apply. If the employee works more than forty (40) hours in a workweek, they will be compensated at one and on-half (1 ½) times their rate of pay. Employees shall have the choice of receiving comp time or to be paid overtime. c. Call-out pay is not authorized if an employee is not called-out or approved by the proper authority. d. The above guidelines do not apply to Emergency Pay. Please see the Emergency Pay Policy. M. Overtime Pay a. Definitions: i. Overtime: Hours worked in excess of forty (40) hours per week. ii. Overtime Pay: Paid at the rate of one and one-half times the regular rate of pay for hours worked in excess of forty (40) hours per week. iii. Holiday Pay & Differential Rate: Please refer to the Holiday Policy. iv. Night Differential Rate: All work performed between the hours of 10:00pm and 6:00am shall be compensated at halftime in addition to their regular rate of pay. b. All overtime must be pre-approved by the supervisor. Employees may be subject to discipline for non-compliance. (See Section O Record Keeping for details). c. All planned leave hours (scheduled at least 24 hours in advance), including vacation, sick, PTO, holidays and civil leave, will be used in calculating the overtime rate of pay. Employee Compensation 5

6 d. Unplanned sick, vacation, PTO, unpaid leave, administrative leave, disability pay, worker s compensation, the holiday differential rate and holiday overtime itself will not be used in the calculation of overtime. N. Compensatory Time (Comp Time) Non-exempt employees may request compensatory time in lieu of overtime. Comp time will be earned in lieu of overtime when planned sick, vacation or PTO hours are used. Compensatory time shall accrue at one and one-half times each hour selected in lieu of overtime payment. A total of onehundred (100) hours may be accrued in the employee s comp time bank. a. Once an employee has reached the limit of accrued compensatory time, he/she will receive overtime pay at the rate of one and one-half the regular rate of pay for the overtime worked. b. Employees shall complete a leave request in the electronic time keeping system to utilize compensatory time and shall have it approved by their supervisor. c. The employee will be paid for any accumulated compensatory time in their final paycheck at their regular rate of pay. O. Step Up Pay a. When an employee is required to assume the majority of the essential job functions as listed in the job description of a higher classification or pay grade that lasts eighty (80) consecutive hours or more, he/she shall receive a 5% pay increase or the minimum of the pay grade upon completion of the 80 th hour of actual work performed. If the employee is required to perform the same or similar job within six (6) months from the completion date of the last step-up incident, the stepup pay will begin immediately. b. All interim or temporary assignments of this nature shall not last more than six (6) months. Interim or temporary assignments extending beyond the six (6) months must be approved by the Human Resources Director and County Administration. c. The qualification period will be waived for any employee who is promoted into a position for which they received step up pay for four (4) months or more. Employee Compensation 6

7 d. When an employee is required to perform work in a lower classification or pay grade, for a period of time, he/she shall receive his/her regular rate of pay for all such lower rated work performed. e. When a step-up employee performs work continuously in a job, prior to the 365 th day, management may determine if the position will be reclassified or filled in accordance with HR policies. f. If an employee has performed in a step-up position continuously for one year (365 days), he/she will be deemed qualified for the position; will assume the new job classification; and will receive the necessary revisions to his/her title and pay grade in accordance with the Employee Status Change Policy. P. Inclement Weather Pay a. Employees sent home due to weather related events shall receive no less than two (2) hours of show up pay at their applicable regular rate of pay, or be afforded the opportunity to complete the remainder of their shift, or use flex time, PTO, comp time, at the discretion of the employees. b. The above guidelines do not apply to Emergency Pay. Please refer to the Emergency Pay Policy. Q. Record Keeping a. Each employee is responsible for logging their own time. b. Exempt Employees i. Exempt employees are paid a salary each pay period regardless of hours worked. Exempt employees will not be required to keep time sheets for payroll purposes as determined by the Fair Labor Standards Act. However, individual departments can, if desired, track time of exempt employees for their own interdepartmental operation/procedures, but these may not be used as pay documents or to treat the employee as an hourly employee. ii. Exempt employees must request and submit the necessary leave requests for approval prior to utilizing the leave time for four (4) hours or more in any work day. Exempt employees should treat this as a privilege and should not abuse. Employee Compensation 7

8 iii. If an employee has exhausted all their leave time or has not yet qualified to use their leave time, they may be docked for full day absences. c. Non-Exempt Employees i. Non-exempt employees must accurately record the time they begin and end their work, as well as the beginning time and ending time of each meal period or departures from work for personal reasons. To ensure accuracy, non-exempt employees are required to punch-in/log-in utilizing the electronic time keeping system. ii. Employees must request and submit the necessary leave request forms when utilizing leave time and select the appropriate codes in advance to be considered as planned PTO. iii. Non-exempt employees must obtain approval to work overtime hours form his or her supervisor prior to working such hours. Unauthorized overtime will be paid, but may be grounds for corrective discussion, including discipline. iv. Non-exempt employees are responsible for requesting that their supervisor make any necessary adjustments, (via , with Time Adjustment inserted on the subject line or another type of notification), to their time sheets and/or to the time recorded in the electronic time keeping system to ensure an accurate account of all time worked. Once the supervisor makes the necessary adjustment, the employee is responsible for reapproving his or her time. v. If a supervisor directs a non-exempt employee to take any action which violates this policy, the non-exempt employee is responsible for reporting the supervisor s instruction to Human Resources. d. Time Sheet Procedures i. All employees must approve their timesheet in the electronic time keeping system promptly at the end of the pay period. Supervisors or payroll clerks may adjust employee s time Employee Compensation 8

9 R. Travel records, as needed. Employees must reapprove their time if adjustments are made. ii. Hernando County relies on each employee s time sheets, electronic timekeeping, and adjustments as the employee s certification that the time they have recorded is an accurate accounting of the time they worked. In the event of an error in reporting time, employees must immediately report the problem to the appropriate department supervisor. iii. Hernando County considers tampering with other employee s time records; misrepresenting hours worked; failure to account for overtime; and failure to make adjustments to ensure accurate accounting of time worked to be extremely serious offenses. Such actions will result in corrective action including discipline up to termination from employment. iv. Employees should direct any question regarding this policy to their appropriate supervisor or directly to Human Resources. e. Audit/Tracking i. All departments will be subject to auditing of time records by the Internal Auditor. On a random basis, time sheets will be checked on any/all non-exempt employees to assure correctness and accuracy. a. Travel during the work day. i. Travel by an employee from one job site to another job site during the workday is compensable working time. ii. Required travel form an outlying job at the end of a scheduled workday to the employer s home is compensable working time. iii. When an employee must report to County premises to receive instructions, perform work, or pick up tools or equipment, and then travel to a job/work site, the travel time begins at County premises and is compensable working time. b. Call-back or Emergency Calls Employee Compensation 9

10 i. When an employee is in an official on-call status, travel time is compensable and considered hours work from the time the employee leaves their home for an emergency call. ii. In general, if an employee is called from their home to an emergency job, where the work is outside of the employee s normal/regular work place and involves traveling all time spent in such travel is compensable working time. c. Out-of-County Travel i. Home to Work on a Special One Day Assignment in Another City When non-exempt employee(s) who regularly works at a specific location is required to travel out of the County on a special one-day assignment (i.e. training class, seminar, performance of duties, etc.) travel time is considered compensable. All of the hours that the employee spends traveling are considered hours worked. All travel for one-day assignments is compensable for non-exempt employees, even when they are a passenger on an airplane, train, boat, bus or automobile. The usual meal time would not be compensable. ii. Travel Away from Home Travel away from home is travel that requires the employee(s) to be away from home overnight. All of the hours the employee spends traveling are considered hours worked and therefore are compensable. Of course, the usual meal time or sleep time would not be compensable. S. Suspension of Pay Plan a. In the event of a significant economic downturn, the Board of County Commissioners may suspend the Pay Plan and Consumer Price Index increase. b. The Pay Plan for Collective Bargaining Unit Employees shall be suspended in accordance with the Step Plan Suspension stated in their Collective Bargaining Agreement. T. Policy Violation An employee found in violation of this policy will be subject to disciplinary action up to and including termination. Employee Compensation 10