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Item 9B Ch. 4City of Southlake CHAPTER 4 WAGE AND SALARY ADMINISTRATION Section 1: Classification and Compensation Plan A classification and compensation plan shall be prepared annually by the City Manager and submitted to the City Council for approval as part of the annual budget. Section 2: Salary Rates In order to keep City salary rates current, uniform and equitable, the City Manager or the City Manager's designee may prepare an annual analysis of prevailing salaries for similar positions in the City and the City's competitive labor market, taking into account the variables which may be pertinent in establishing salaries or recommending changes to existing salary rates. The City Manager or the City Manager's designee may recommend whatever adjustments or revisions, including cost -of- living adjustments that in their opinion may be necessary in order to maintain both the internal and external integrity of the salary rate structure. Section 3: Salary Increases Eligibility for salary increases is dependent upon both job and performance. Salary increases are not automatic, but rather must be earned. Salary increases for each regular employee shall be considered and reviewed, taking into account the factors indicated in Section 2 of this chapter, on the anniversary date of an employee's date of hire. Section 4: Salary Reduction Department heads, with the approval of the City Manager, may reduce the salary of any employee under their control at any time when they deem it necessary for the proper administration of the affairs of the City. Such decisions which affect regular employees are subject to appeal through the City's complaint and grievance procedure. Section 5: Total Remuneration No employee shall be paid at a base rate more than the maximum for a position's classification. Budgeted salaries shall be considered maximum salaries. 4 -1 Chapter 4 — Wage and Salary Administration Section 6: Original Appointment The minim rate of salary for a classification normally shall be paid upon original appointment. However, with the approval of the City Manager, a new employee may be started above the minim rate of salary for a classification based upon circumstances such as experience, unique skills or other factors deemed important by management. After the probationary period, if merited, the salary may be raised, not to exceed the maximum allocated for the position, as listed in the current budget. Section 7: Compensation of Temporary" anti Part -Time Emplovees An employee who regularly works less than the established hours of employment for each month may be paid by the hour or pursuant to a wage scale proportional to the amount of time worked. The salary rate or hourly pay must be set by the City Manager or the City Manager's designee. Section 8: Overtime A. Employees may from time to time be required to work hours in excess of their official hours, when determined necessary by departmental management. Specific extra work assignments shall be rotated and allocated as evenly as possible among employees qualified to do the work. Employees are expected to respond to a reasonable request to work extra hours and may be subject to disciplinary action for failure to stay or report for such hours. B. Regular, probationary, part-time and temporary nonexempt employees shall receive overtime compensation. Employees in positions that meet the executive, administrative or professional exemption tests in the Fair Labor Standards Act (FLSA) regulations are not eligible for overtime compensation. C. The City Manager or City Manager's designee is responsible for determining the exempt /nonexempt status of positions in accordance with guidelines established by the federal government applicable to the Fair Labor Standards Act. D. overtime shall be paid to nonexempt employees at one and one -half (1 -1/2) times the regular rate of pay for hours worked over forty (40) hours in the work week. Hours worked is defined as those actually worked, and /or holiday hours, on behalf of the employer excluding paid sick leave and other paid time off other than holiday hours. E. Nonexempt employees performing work at any time other than authorized working hours is strictly forbidden unless authorized in writing by the employee's supervisor. Prior to working on such occasions, employees must check with their Formatted: Page Number supervisors to make certain that overtime is or will be authorized. Formatted: Left Lpdated armary 5, 2000 4 -2 s� ,L:AMeetings \City Council\Archives \2003 \07 -15 -03 \Human Resources \9B - Chapter 4.wage and salary -draft 3/2 2/2 0 1 1 7n4 �_ Chapter 4 — Wage and Salary Administration F. F Compensatory Time Off in Lieu of Overtime: t- - - Formatted: Bullets and Numbering (1) A hFnonexempt employees may request from his or her supervisor, that the emploee given compensatory time off in lieu of monetary overtime pay. 3a4,oR o 4a! Sa ' tiRW A; Si3 t.o t.,v b. ' the o ri ff00- GB a l, ' Offl p W o n n h ots s O f OO ,ti,„O„S„t OF , ' ti (inn Compensatory time is accrued at the rate of one and one -half (1 -1/2) hours comp time for each hour of overtime worked. (2) Whenever possible, compensatory time off should be taken by the employee during the pay period in which it accrues or the following Vayperiod. Use of compensatory time off is subject to approval of the employee's supervisor. (3) Employees may accrue a maximum of 48 hours in compensatory time off. All other overtime worked shall be paid in wages. Section 9: On -Call and Call Backs A. On -call is all time after regularly scheduled working hours when a nonexempt employee is designated to be available for call -back. The employee is free to pursue personal activities but must respond to summons within designated guidelines set by the department head. Employees are expected to accept assignments by the supervisors to be on -call. B. A nonexempt employee will be considered to be officially scheduled and designated as on -call when on -call need has been identified by the department head, and instructions have been communicated by the department head to the employees concerned. Call-back procedures shall be established for each department by the department head, subject to approval by the City Manager. Section 10: Method of Payment Salaries shall be paid in twenty -six (26) pay periods for regular employees and twenty -four (24) pay periods for Fire Services employees. Checks will be released to employees on Fridays on a biweekly basis for regular employees and semi - monthly basis for Fire Services employees. If a scheduled payday falls on a holiday, paychecks will be issued the day proceeding the holiday. Section 11: Terminal Pay All employees who leave the service of the City for any reason shall receive all pay which may be Formatted: Page Number due them with the following qualifications: Formatted: Left Update T Tarrmary 5,, 2000 �Y� 4 -3 d ,,:AMeetings \City Council\Archives \2003 \07 -15 -03 \Human Resources \9B - Chapter 4.wage and salary -draft A.doc A .t:. e na- Catineil A 1-. -ma R esa . Ch t r i 4. w age -afid -- Ral afy af..m- k.de-e - - - - 3/2 2/2 0 1 1 7 4 �_ Chapter 4 — Wage and Salary Administration A. Only regular employees who have completed twelve months of continuous employment shall be paid for unused vacation time not to exceed 240 hours (360 hours for fire shift personnel) B. Any indebtedness to the City, which the employee may have incurred, shall be deducted from the final paycheck. C. With the approval of the City Manager, employees who have completed twenty (20) or more years of continuous service with the City of Southlake and separate from City employment for any reason except by involuntary termination or who retire from City employment under the City's retirement program with at least ten (10) or more years of continuous service with the City of Southlake, shall be paid for accumulated sick leave upon retirement or separation. Such payment hfliAe shall not exceed an amount equivalent to four hundred (400) hours of leave time. Section 12: Advance Pay No full or partial advance payment of salary will be made to any employee. Section 13: Payroll Records All department heads are required to furnish the City Manager an accurate payroll report of all employees. The payroll report submitted by each department head should reflect the pay status for each employee in the department on each day during the payroll period. The City Manager shall review all payroll reports and status papers and, if approved, shall submit them for the issuance of salary paychecks. Section 14: Credit Union All employees are eligible to become members of an employee credit union. As a credit union member, employees may elect to have savings deducted from their paychecks. Section 15: Deferred Compensation Consistent with federal and/or state laws, the City may offer employees the option of deferring compensation and thereby reduce an individual employee's income tax liability. The City Manager or the City Manager's designee shall administer any deferred compensation programs and may promulgate any necessary rules and regulations. Section 16: Retirement Formatted: Page Number Formatted: Left rued rm..., y 5, 2000 4 -4 s� ,L:AMeetings \City Council\Archives \2003 \07 -15 -03 \Human Resources \9B - Chapter 4.wage and salary -draft 3/2 2/2 0 1 1 7n4 �- Chapter 4 — Wage and Salary Administration The City of Southlake is a member of the Texas Municipal Retirement System. The purpose of the Texas Municipal Retirement System is to provide a dependable plan for the retirement of employees of Texas municipalities the TMRS. All eligible employees are required to become a member of Formatted: Page Number Formatted: Left 4 -5 s� ,,:AMeetings \City Council\Archives \2003 \07 -15 -03 \Human Resources \9B - Chapter 4.wage and salary -draft 3/22/20117n �-