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.
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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
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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.
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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
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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
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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
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