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HomeMy WebLinkAboutEmployee Handbook 500 Payroll Calculation & Work Schedules (96_-1) City of Rexburg Employee Handbook 1 500 PAYROLL CALCULATION AND TIME SCHEDULES COMPENSATION 1. Establishment of Employee Compensation Employees are compensated in accordance with, and subject to, decisions of the City Council as annual budgets are set and are subject to increase, reduction, or status quo maintenance for any time period. The Mayor or department head may make suggestions about salary compensation and other pay system concerns, but the final decision regarding compensation policy rests with the City Council. 2. Compliance with State and Federal Pay Acts The City will comply with all state and federal pay acts governing compensation of its employees. 3. Right to Change Compensation and Benefits The City may change general compensation for any reason deemed appropriate by the City Council. Compensation may also be adjusted based upon job performance and the availability of funds to maintain a solvent city budget. Hours worked may be reduced or employees may be laid off as necessary to meet budgetary constraints or as work needs change. 501 TIME KEEPING Accurately recording time worked is the responsibility of every nonexempt employee. Federal and state laws require the City to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all time actually spent on the job performing assigned duties. Nonexempt employees (See 204 Employment Categories in 200 Records & Status) should accurately record the time worked each day. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. Overtime work must always be approved before it is performed. The beginning and end of the employee's work week or period is listed on available time sheets or other time record. All hours worked and paid leave taken must be recorded on one time sheet or record for each pay period. All time sheets are to be electronically approved/signed and submitted to the appropriate supervisor at the beginning of the next shift worked immediately following the end of the pay period. Thus, when a pay period ends at the end of a week, the time sheet for that period shall be turned in not later than the next Monday morning, or the next business day in the event that Monday is a legal holiday. Some pay checks may include compensation for more than one pay period, depending on the employee's designated pay period. Altering, falsifying, or tampering with time records, as well as recording time on another employee's time record may result in disciplinary action, up to and including termination of employment. Formatted: Font: 11 pt, Bold Formatted: Normal, No bullets or numbering,Tab stops: 0", Left + 0.25", Left + 0.5", Left + 0.75", Left + 2", Left + 2.5", Left + 3",Left + 3.5", Left + 4", Left + 4.5", Left + 5", Left + 5.5", Left + 6", Left + 6.5", Left + 7", Left + Not at 0.56" Formatted: Font: 12 pt Formatted: Font: 11 pt Formatted: Font: 12 pt Formatted: Font: 11 pt Formatted: Font: 12 pt Formatted: Font: 11 pt City of Rexburg Employee Handbook 2 Nonexempt employees should report to work no more than five minutes prior to their scheduled starting time nor stay more than five minutes after their scheduled stop time without expressed, prior authorization from their supervisor. It is the employee's responsibility to electronically approve/sign his or her time record to certify the accuracy of all time recorded. The supervisor will review and then electronically approve/initial the time record before submitting it for payroll processing. In addition, if corrections or modifications are made to the time record both the employee and the supervisor must verify the accuracy of the changes by initialing approving the time record. MFD24 employee traded time will not be recorded on the time sheet, but must be recorded on the daily log and paid back by the end of the calendar year. Supervisors should review, electronically approve/sign (if correct), and turn in the time sheets to the payroll department the same day they receive them or by the end of the first business day following the end of a work week. If the supervisor is not available to do this, they should assign someone else to review the timesheets for them when they are turned in. The substitute reviewer will electronically approve/sign or initial below the line for thein behalf of the department head. Once the department head returns to work, they should review the time sheets that have been approved in their behalf while absent.’s signature and the department head will review and sign the sheets upon their return to work. Electronic Time keeping Systems The use of electronic time keeping systems, such as Jantek or time clock plus, may be approved by department heads and the Mayor. Where approved, all non-exempt employees will be required to record their time utilizing the designated electronic timekeeping clock. In instances when a mistake is made or an employee cannot log the time time or correction to time utilizing the time clock, such as with the use of vacation, sick, or other types of time-related adjustments, an employee will be required to report the exceptions to their supervisor and/or the Payroll Clerk. on an exception log. Exceptions must be electronically approved/An exception log must be signed by the employee and approved by their supervisor or the department head before the changes can be made to the employee’s time records. Each week, a copy of theThe employee’s time and attendance recordsreport will be made available to the supervisor or department head and employee for review each week and reports may also be generated and sent to all parties. Approval of the time reports will not be required by the employee, however, if mistakes are identified they should be brought to the attention of the Payroll Clerk immediately and corrections should be made. on the exception log if necessary. Approval of the time reports is required by supervisors or department heads. Approval of timecards is acceptable via the electronic time keeping system or electronic mail or with an actual signature on the time and attendance report. In the event that timesheets are late getting to the payroll department due to the employee’s error, the missing hours may be withheld from that employee’s paycheck until the next payroll. 502 PAYDAYS Paydays are on the 15th and the last day of the month. For full-time employees, each paycheck will include base pay earnings for timesheets ending by the 7th and 22nd to be paid by the15th and end of the month respectively. MFD24 and Police employees, who are on a 24 or 28-day pay period respectively, will be advanced half their monthly salary on those pay days where no time sheets can be turned in. City of Rexburg Employee Handbook 3 Over-time and part-time hours earned will be paid on the first payday after the timesheet is properly signed and submitted to the payroll clerk and if the timesheet ends by the 7th or 22nd day of the month. Otherwise, it will be paid on the next payday. In the event that a regularly scheduled payday falls on a weekend or holiday, employees will receive pay on the regular business day before the regularly scheduled payday, which may exclude the payment for time sheets that end less than 8 days before the payday. 503 PAY RATE CALCULATION The City has a compensation plan which is used to determine the pay grade and salary range within specific limits, and for each employee's position. The pay grade assigned is based on many factors, some of which include: required level of education and experience, degree of independent judgment involved, nature and type of positions supervised (if any), nature and scope of work involved, pay scales of similar positions in local businesses and/or other cities in the state. The compensation plan provides information about each employee's salary based on an annual gross amount. Additionally, the salary is broken down on a monthly, semi-monthly (which is commensurate with the City's pay periods), equivalent hourly, and even an overtime pay rate. The equivalent, hourly pay rate for any position is determined by dividing the annual salary listed in the plan by the full-time hours of work available on an annual basis. For MFD24 department employees, the full-time, annual hours of work available are 2912 hours. For most other employees, the full-time, annual hours of work available are 2080 hours. Compensation paid to all MFD24 employees is based on a 24-day work period. The base pay rates for these employees include the overtime pay rates of one-half their straight time pay rate in addition to their base pay for hours worked over 182 and up to 192 in a 24-day period. Additional overtime compensation is calculated and paid on the basis of time and one-half of their regular hourly rate for hours worked beyond 192 hours during the 24-day period. This half time pay shall not be reduced due to vacation, sick leave, or other compensated absences. A salary study is normally performed every 5 years to ensure that compensation for respective positions are competitive to the market. Cost of Living Adjustment (COLA) A COLA maintains the integrity of the wage range for positions between study years. Annual COLA’s are determined from the percent change by year on the Consumer Price Index for Jan that is released March. There is no guarantee that a COLA will be received each year, this is something that must be approved by City Council on an annual basis through the budgeting process. If a COLA is adopted, each step on the grade step chart is increased by that respective COLA amount. Employees may request and review compensation information about their own jobs by contacting the Human Resource Department. Supervisors may review the compensation plan information for their own staff or subordinates upon request. For further information regarding the City of Rexburg Compensation System, visit the Human Resource Department where a handout may be obtained explaining the grade/step system. 504 WORK SCHEDULES 504.1 FOR POLICE AND MFD24 EMPLOYEES. Formatted: Indent: Left: 0" Formatted: Font: (Default) Arial Formatted: Indent: Left: 0" City of Rexburg Employee Handbook 4 The City has adopted the Federal Fair Labor Standards Act (F.L.S.A.) Section 207 (k) Exemption with respect to the payment of compensation for qualifying police officers and MFD24 employees. All MFD24 employees are on a 24-day, 192-hour schedule, with their base pay rate paid for the first 192 hours worked and one-half (½) straight-time pay added to the base pay rate for hours over 182 and up to 192. Over-time pay is added for hours worked over 192. All non-exempt Police officers are on a 28-day, 160-hour schedule with base rate paid for the first 160 hours worked and straight-time base rate added to the base rate for hours worked over 160 and up to 171. Overtime pay is added for hours worked over 171. 504.2 FOR MOST OTHERS Most other employees are on the standard 40 hour per week pay period. These hours of work and work periods are not the same as the semi-monthly pay period. The normal work schedule for all employees working in non-safety departments and non-emergency jobs or positions is eight hours a day, five days a week. This schedule is designed to allow for 5 days of work in a normal 7-day week. Water, Wastewater and Street Department employees are required to be on call from time to time after normal business hours on weekdays and weekends. (See also 505 On-Call Compensatory Time below.) Supervisors will advise employees of the times their schedules will normally begin and end. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. Employees who are exempt receive no over-time payments. (See 204 Employment Catagories 204 Employment Categories in Employee Handbook 200 Records & Status) 504.3 ALTERNATE WORK SCHEDULES Department Heads, with the approval of the Mayor, will have the option of instituting a non-traditional work schedule if such is considered advantageous to that department. The City Council must be notified of any changes in work schedules. Any proposed non-traditional work schedule cannot generate additional overtime beyond the normal work schedule. 505 ON-CALL & COMPENSATORY TIME 505.1 ON-CALL TIME The City provides additional compensation or paid time off in lieu of compensation, for on-call work performed by MFD24, Water, Wastewater and Street Department employees, who are directed and approved to be on call for certain employees who are required to be available for a call back to work during times when they are otherwise not scheduled for work (otherwise referred to as comp time). Subject to the terms and conditions of this policy, the City provides comp time for on-call work performed by MFD24, Water, Wastewater and Street Department employees, who are directed and approved to be on call. The City provides that Water, Wastewater and Street employees shall accrue four (4) hours of comp time for any weekend during which the employee is on call (2 hours for Saturday and 2 hours for Sunday). They shall also accrue four (4) hours of comp time for any holiday on call (only three (3) hours of comp time for ½ day Holidays on New Year’s or Christmas Eve if granted as per the policy in section 402). No other comp time is provided for any on-call time spent during holidays or after regularly scheduled working hours during the work week. City of Rexburg Employee Handbook 5 When completing routine rounds on call roundson a week day, a minimum of two hours will be paid to water and wastewater employees. When a call out comes to the Water, Wastewater and Street Department employee on call, the employee must respond immediately. Pay for call out begins at the time the employee leaves their location to respond. Call outs only include travel time and no additional time spent on personal errands. All time actually worked as the result of being called back to work while on call, or when doing rounds, shall be paid with a minimum of 2 hours per call out to Water, Wastewater and Street Department employees and 1 hour to MFD24 employees. If the rounds multiplethe call outs occur in a day isare more than once per day, the supervisor may combine the two 2-hour time allotments. the call out pay will be subject to one 2 hour time allotment if the employee is still in route or at the city premise working a prior call out. Multiple call out pay is only allowed if the employee has returned home and must leave home to take care of the additional callout. If a call out occurs 30 minutes before the start of a regularly scheduled work shifthours, no call out hours will be paid, instead, these additional worked hours willit will be considered as part of the typical work day andand the total actual hours worked that day will be paid. If the call out occurs it is more than 30 minutes before the scheduled work shift begins, the 2 hour minimum call out will be paid. To restate, aA second call out while already working is considered a part of the original call-out so that an additional 2 hour minimum does not apply. Time will be calculated from the beginning of the first call to the end of the second call. If such time is overtime, then overtime pay rates shall apply. (See 506 Overtime policy below.) With one exception, all comp time shall be paid when earned. Comp time is required to be reported on the applicable time sheet, subject to the 501 Time Keeping policy found in the beginning of this section. The exception to the payment of comp time shall be that any eligible employee wishing to save their comp time to offset against the loss of income during military leave periods, may accrue comp time up to a maximum, or "cap", of 240 hours of equivalent, straight-time hours. The payment of comp time when taken at a later time during military leave shall be based on the equivalent, hourly pay rate in effect at the time of its use. The employee must be an active member of the military or its reserves to qualify for comp time accumulation. 505.2 COMPENSATORY TIME USAGE FOR MFD MFD comp-time can be accrued in lieu of payment during any 24-day period, provided the hours will be accumulated only after a full 192 hours has been worked. Comp-time may only be accrued up to 96 hours total. Comp-time/vacation hours must be used prior to December 31st of the year within which they are accrued, unless requests for leave are denied during the month of December, in which case, with prior approval of the Chief, the vacation hours may be carried into the next calendar year. Comp-time, if not used in the current year, is to be cashed out at year’s end. 506 OVERTIME When operating requirements or other needs cannot be met during regular working hours, employees will be given the opportunity to volunteer for overtime work assignments. Where adequate coverage is not met through volunteer solicitation, supervisors and Department Heads shall then assign such overtime as necessary. All overtime work must receive the supervisor's prior authorization. Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work. Overtime compensation is paid to all nonexempt employees who are not MFD24 or police employees in accordance with Federal law at one and one-half times straight-time, or regular rate of pay for all hours worked over 40 in a pay period (7 days). Police and MFD24 employees have overtime City of Rexburg Employee Handbook 6 calculated and compensated at different rates listed below. (See also 504.1 Work Schedules above for Police & MFD24 employees.) Compensatory time off work in lieu of pay, which is usually not allowed, is calculated on the basis of one and one-half times straight time, or regular, rates for overtime otherwise worked. (See 505 On- Call Compensatory Time above.) Non-exempt Police and MFD24 employees have overtime calculated and are compensated at different rates listed below. Overtime compensation is paid to all MFD24 employees based on a 24-day work period. The base pay rates for these employees include the overtime pay rates of one-half their straight time pay rate in addition to their base pay for hours worked over 182 and up to 192 in a 24-day period. Additional overtime compensation is calculated and paid on the basis of time and one-half of their regular hourly rate for hours worked beyond 192 hours during the 24-day period. This half time pay shall not be reduced due to vacation, sick leave, or other compensated absences. Overtime compensation is paid to non-exempt Police officers based on a 28-day work period. These employees are paid additional, straight time pay for hours worked over 160 and not more than 171 in a 28-day period. Overtime pay, calculated on the basis of time and half of their regular hourly base rate, is paid for hours worked in excess of 171 hours in a 28-day work period. As required by law, overtime pay is based on actual hours worked. Time off on sick leave, vacation, on-call time, comp time, or holiday hours not actually worked or any leave of absence will not be considered hours worked for calculation of overtime. Failure to work scheduled overtime or working overtime without proper supervisory approval may result in disciplinary action up to and including possible termination of employment. 507 REST AND MEAL PERIODS EXEMPT EMPLOYEES This policy on Rest and Meal Periods does not apply to employees who are classified exempt under FLSA. (See 204 Employment Categories.) POLICE PATROL OFFICERS AND MFD DEPARTMENT EMPLOYEES Police Patrol Officers, due to the unpredictability of the timing or duration of breaks, are paid for their full scheduled shift when on duty, regardless of breaks taken. Supervisors of Police Patrol Officers shall monitor breaks according to Police Department policy. MFD Department employees are paid for their full scheduled shift when on duty, regardless of breaks taken, unless that break qualifies as unpaid as described below. ALL OTHER EMPLOYEES During each workday, other full-time employees are generally provided with two rest periods of 15 minutes in length and an unpaid meal period. To the extent possible, rest periods will be provided in the middle of work periods. Since rest periods are counted and paid as time worked, employees must not be absent from their work stations beyond the allotted rest period time. Extra time taken on breaks will be unpaid time. The break period should be a continuous period of time that is not used for the benefit of the City and not interrupted by City work. Under no circumstances can rest periods be used at the beginning or end of the work day. Supervisors and Department Heads shall, within this policy, direct their respective employees in the scheduling, duration and limitation of breaks and/or meal periods to accommodate operating requirements and safety. There are occasions where immediate need and public service demands do not, or cannot, allow for rest periods. Likewise, meal periods may vary from time to time depending upon work load demands and staffing considerations. City of Rexburg Employee Handbook 7 DEFINITION OF AN UNPAID BREAK Unpaid meal or break periods must follow FLSA rules, which state that those periods must be at least 30 minutes long, uninterrupted by City work, and the primary benefit of the time spent be for the employee and not for the City. Any break of less than 30 minutes must be paid. Any break that is uninterrupted by City work, that primarily benefits the employee, and that is 30 minutes or longer will not be paid. At the Department Head’s discretion, an employee may be allowed to combine the two 15 minute breaks into one break of 25 minutes or less to be used for a lunch break that will be considered paid time. For employees scheduled for an 8 hour work day, any lunch break must be started within a period of time that is between 2 and 6 hours after the start of their work day. For employees scheduled for a 10 hour work day, any lunch break must be started within a period of time that is between 3 and 7 hours after the start of their work day. SAFETY Department Heads should consider the safety needs of the employee and department before allowing employees to not take rest or meal periods at their normal times. Eating while driving or operating City vehicles or equipment is not allowed; City vehicles must be safely parked when the driver is consuming food. Consumption of legal beverages in cars and pickups is allowed. 508 PAY ADVANCES (money paid before a regular pay day) In the event of a personal emergency, employees may submit a written request for a pay advance to their supervisor or their Department Head, indicating the nature of the emergency involved. The Department Head will present the request to Payroll Department. Pay advances are limited to two (2) per calendar year. If a regular payday falls during an employee's vacation, the employee may receive his or her earned wages before departing for vacation if a written request is submitted at least three working days prior to departing for vacation. No pay checks, pay advances, or partial pay checks will be given when applicable time sheets or other necessary and completed paperwork is not turned in at least two (2) days before the regular pay day. Advances must be paid back to the city in the next paycheck unless otherwise approved by the Mayor or Chief Financial Officer. 509 ADMINISTRATIVE PAY CORRECTIONS The City takes all reasonable steps to assure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday. In the unlikely event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of the Payroll Department so that corrections can be made as quickly as possible. Once under-payments are identified, they will be corrected in the next regular paycheck. Overpayments will also be corrected in the next regular paycheck unless this presents a burden to the employee (where there is a substantial amount owed). In that case, the City will attempt to arrange a schedule of repayments with the employee to minimize the inconvenience to all involved. Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough Formatted: Strikethrough City of Rexburg Employee Handbook 8 510 PAY DEDUCTIONS AND SET-OFFS The law requires that the City make certain deductions from every employee's compensation. Among these are applicable Federal and state income taxes. The City also must deduct Social Security taxes on each employee's earnings up to a specified limit that is called the Social Security "wage base." The City matches the amount of Social Security taxes paid by each employee. The City allows employees to participate in programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their pay checks to cover the costs of participation in these programs. The City offers a Deferred Compensation [401 (k)] Plan (see 305 Retirement Plans and Deferred Compensation (401(k)) Plan in 300 Benefit Programs).) to eligible employees as well as a Cafeteria Plan (see 306 Cafeteria Plan in 300 Benefit Programs). Employees with questions concerning why deductions were made from their pay check or how they were calculated may contact the Payroll Clerk for more information. Employee benefits will be affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance. City of Rexburg Employee Handbook 9 511 TRAVEL AND TRAINING TIME All training must be pre-approved by the Department Head in order to receive reimbursement for travel and other costs (see 606 Business Travel Expenses in 600 Work Conditions & Environment), and time off of normal work schedules. Employees may choose to pay for training on their own time. Travel time and training time are not considered worked time for the FLSA overtime calculations, except for the time that the employee is driving the vehicle that transports other city employees to the training location. However, the employee shall be held harmless up to their scheduled shift amount of hours, for any hours not worked on that shift, when the travel or training arrangements require the employee be absent from the workplace. 511.1 Non-MFD24 Employees When an employee, who is attending pre-approved training, and is scheduled at the end of the training to return to Madison County before the last three hours of their scheduled shift, they must report to work within one hour of when they were scheduled to return. If they were scheduled to return after the last three hours of their scheduled shift, they will be compensated for the remainder of their shift without having to work it. 511.2 MFD24 Employees When an employee is attending pre-approved training and is scheduled at the end of the training to return to Madison County before midnight of their scheduled shift, they must report to work within one hour of when they were scheduled to return. If they were scheduled to return after midnight of their scheduled shift, they will be compensated for the remainder of their shift without having to work it.