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HomeMy WebLinkAboutItem #1 Personnel Policy2.6.2 Medical Leave of Absence An employee with a serious medical condition as defined under the FMLA may request approval for a medical leave of absence. A medical leave of absence is an absence of five or more consecutive work daysworkdays. Medical certification of the need for the leave must be provided if requested by the City and if the leave qualifies for FMLA protection, such protection must be Fequested by the employee to -will run concurrent with the medical leave of absence.��wevc=r th-alis Y Of the Gensidera„ empl eelye t fn FRediGal leave even if it is not preteGted by-law—Absences due to an approved • `cc s -r �x cca�Ccra�,-m-rrT�-, workers compensation claim are handled separately as defined in section 2.10 of the Personnel Policy Manual. No PTO (sick pay or vacation for represented Fire Department employees) accrues for an employee on an unpaid leave of absence unless the absence is protected by the Family and Medical Leave Act_ or other law. However, any employee whose absence is authorized as part of an approved workers compensation claim will continue to accrue PTO (sick pay and vacation for represented Fire Department employees). A leave of absence is an absence of five or more consecutive workdays. Approved time off for non-medical reasons covered by PTO, vacation or camp time is not considered a leave of absence. PTO or sick pay if available are intended to cover medical absences so once the medical leave begins, accrued sick pay and/or PTO must be used for the first 40 hours of any medical leave. After a medical leave of absence has reached 40 hours, subsequent time off for the medical leave may be unpaid or the employee may elect to use sick pay, PTO, vacation or comp time. If no pay is elected, any payroll deductions for voluntary benefits must be paid by the employee. Employees may also apply for any disability income benefits that may be offered by the City, subject to the rules of the plan. If disability is paid, sick pay, PTO, vacation or comp time may not be used concurrent with disability pay. Once an employee has heron abSPAt F m„n+h,;FMLA is exhausted, the City will interact with the employee to determine what accommodations may be necessary for the employee to return to work. If, after FMLA is exhausted, the employee cannot return to work after g��with or without accommodation, employment will be terminated. 2.11 PERSONAL BENEFITS The City recognizes the personal concern that employees may have for themselves and their dependents regarding medical, dental and vision expenses, disability income, life insurance, and behavioral counseling. While each of these areas may not be included in the available benefits, it is the policy of the City to provide eligible employees with a benefits package within the budgetary limitations approved by the City Council. The City periodically reviews benefit programs to provide reasonable benefits at a reasonable cost to both employees and the City. With approval of the City Council, the Mayor may continue, change or eliminate insurance or other benefits in accordance with existing laws. Approved benefits include: • Health Plan — Single plan offered with plan design eligible for a Health Savings Account • Health Savings Account - Annual contribution from the City of $1,500 per eligible employee paid bi-weekly for time employed. A portion of the City contribution to the HSA may be contingent upon the employee's participation in a wellness program. • Tele -medicine • Dental Plan • Vision Plan • Life Insurance • Long Term Disability Plan • Employee Assistance Program Additional benefits may be available for purchase. Examples are voluntary life insurance, extended long term disability, identity theft and a prepaid legal plan. Eligible to apply for benefits are fn embers of the ri+„ r„ PGil. An,d fFull=time regular employees.-aAd th& dependents are eligible to apply for benefits the Mayor, City Council Members and exempt salaried employees working over 15 hours per week. Coverage is also offered to spouses and eligible dependents of these groups -are alsq eligible for tho honofi+c Pack@ o nffororl h +ho C .+,r HOUrly pl�art-time employees are not eligible for benefits unless regularly scheduled for 30 or more hours per week b�4l e—Mayar-. 9{ omnl9y1Gyp-@F@ eii We_f9F the heoR44, paGka a offered by the City Enrollment or changes in health, dental, vision, life insurance orTalon_ -term et rm disability benefits may only be made at hire, during annual open enrollment or immediately subsequent to a qualifying life as defined by the Internal Revenue Service. Benefits eligibility may include a waiting period before eligibility begins. Please contact Human Resources for details regarding insurance benefits. Employees should keep benefit information such as dependents and beneficiaries current. Contact Human Resources with any changes that could impact your available benefits. 3.3 SALARY STRUCTURE Salaries are determined based on the compensation system approved by the City Council which may include an assigned salary grade level for each position. The salary grade level for each job is determined by the department head with input from Human Resources. Each salary grade level may have at least a minimum, a market range and a maximum. Salary minimums, market ranges and maximums are evaluated and adjusted as warranted and approved based on periodic salary surveys. The department head is responsible to ensure that accurate job descriptions are in place for each position. Human Resources and the department head will work together to ensure that wages paid are commensurate with the required work and align with the City's compensation system. Changes to any job descriptions should be discussed with Human Resources and approved by the department head. 3.3.1 Annual Pay Increases Periodic wage increases are not guaranteed and no employee shall expect annual or periodic wage increases. If provided, annual pay increases are subject to the compensation system and annual budget approved by the City Council. The Mayor may apply annual cost of living increases and/or annual merit: increases according to the compensation system and budget limit approved by the City Council. The Mayor may delegate approval of individual pay increases to the department heads provided the aggregate increase is within the budget approved by the City Council. Annual pay increases for employees with less than 12 months of service as of the effective date of the increase will be prorated based on length of employment unless otherwise noted in the employment offer letter. 3.3.2 Salary Administration If used by the City, merit pay increases are determined based on the employee's performance and his or her current salary compared to the market salary for the position. High performing employees as documented in annual performance reviews may receive a higher percentage merit increase than low performing employees. The market salary for each position may also be a factor. Employees whose salaries are below the market salary may receive a higher percentage merit increase than employees whose salaries are above the market salary for his or her position. Generally, no increase will be given that causes the salary to rise above the maximum for the position. 3.3 SALARY STRUCTURE Salaries are organized based on the salary structure approved by the City Council. The current salary structure includes an assigned salary grade level for each position. The salary grade level for each position is determined by the department head with input from Human Resources. Each salary grade has a market point and a maximum salary. Salary minimums, market points and maximums are evaluated and adjusted as warranted by Human Resources based on periodic salary surveys. The market point is typically the average pay rate for the role based on the periodic salary surveys. Each department head is responsible for ensuring that accurate job descriptions are in place for each position. Changes to any job descriptions should be discussed with Human Resources and approved by the department head. Human Resources and the department head will also work together to ensure that the salary grade levels are commensurate with the job duties, responsibilities and required credentials of each position. 3.3.1 Salary Administration Human Resources is responsible for the overall administration of salaries, working closely with each department head and the Mayor to maintain fair salaries consistent with the economic constraints of the City. Each job or position in the City (other than elected officials) has an assigned salary grade level and is further divided into a hiring range, proficiency range, market range, above market range and a maximum range. Within those ranges are the minimum salary, market point salary and maximum salary for each position. The ranges and accordingly, the minimum, market point and maximum salary may be adjusted annually for inflation based on the consumer price index as published by the U.S. Department of Labor. Human Resources will maintain a table of all salary grades and the associated salary ranges, minimums, market points and maximums. 3.3.2 Annual Pay Increases Periodic wage increases are not guaranteed and no employee shall expect annual or periodic wage increases. If provided, annual pay increases are subject to the annual budget approved by the City Council. Department heads are required to approve the annual pay increase for each employee and to ensure that the aggregate total for all pay increases is within the approved budget for the department. Annual pay increases are determined using a market-based system. Employees whose salaries are below the market point for their position will receive a higher percentage increase than employees whose salaries are above the market point. The specific amount of each increase will be recommended by Human Resources based on the employee's salary in proximity to the market point. Another factor is the amount of the budget dedicated to salaries as determined by the department head in consultation with Human Resources and the Mayor. No annual pay increase will be given that causes the salary for any employee to rise above the maximum for the position. Annual pay increases for employees with less than 12 months of service as of the effective date of the increase will be prorated based on length of employment unless otherwise noted in the employment offer letter. 3.7 OVERTIME AND COMPENSATORY TIME Overtime is time worked in excess of 40 hours in a work week or time worked in excess of the work period established for sworn law enforcement officers or represented firefighters. Overtime will be compensated in accordance with the Fair Labor Standards Act and all other laws. Overtime is sometimes required to meet the needs of the residents but should be kept to a minimum to control costs. Therefore, any time worked in excess of the normal work schedule requires supervisory approval. Overtime may be mandatory and advance notice will be provided whenever possible. Overtime is paid at the rate of one and one-half times the regular rate of pay. Any non -worked time such as holidays, paid time off, comp time, and jury duty are not considered time worked for the purpose of determining overtime pay. Non-exempt employees may elect to receive pay for overtime or they may elect compensatory time. If an employee elects to receive comp time, they will accumulate comp time hours equal to the rate for the overtime hours worked. The employee will make and authorize the election of overtime or comp time on hos or he time dtimesheet. Employees may request and use comp time in no less than 15 minute'15-minute increments. For non- exempt employees, time off rounded to less than 15 minutes shall be unpaid. However, the department head can authorize a schedule change with the same work week as the absence to allow the employee to make up the time. Use of comp time must be requested in advance by the employee and approved by his or her supervisor. Comp time should be requested as far in advance as practicable and the.The request may be oral or ,Fide, ORGIUdiR, Via 6 Mai must be made us_irq the time keeping system. At a minimum, employees are expected to request comp time use at least one week in advance of the absence. There may be rare occasions such as an emergency or sudden illness when an employee cannot notify his/her supervisor in advance as required. In those situations, employees must inform supervisors of their circumstances as soon as possible. Short notice of comp time use or notice after the fact must be infrequent. Patterns of short notice use of comp time may result in corrective action. Comp time can be accrued up to a maximum of 120 hours. This excludes represented Fire Department employees. Unused comp time may be carried over from year to year, not to exceed the 120 -hour maximum. Any overtime worked after accumulating the maximum of 120 hours comp time will be paid at the overtime rate. Upon termination of employment, any unused comp time will be paid to the terminating employee at the rate of pay at the time of termination. Accrued comp time may be cashed out at the request of the employee. Payouts will be made at the employee's current base pay rate as of the date of the request. Such requests must be for a minimum of 40 hours and are limited to three requests per calendar year. Comp time payouts will be made only on regularly scheduled paydays and applicable taxes will be withheld. The request must be submitted to Payroll at least one week before the applicable payday 3.8.1 HOLIDAY GIFTS To avoid any appearance of conflict of interest, employees are encouraged not to give gifts to their supervisors, managers, department heads or other leaders. Small holiday gifts valued at $50 or less may be given by the City to the employees, provided that the gift program is consistent for all City employees across all departments. 4.25.1 Discharge Policy All employees other than elected officials and appointed employees are employede5 At -Will and may be dismissed at any time with or without cause and with or without notice. Nothing in this discharge policy changes the At -Will status of employees. For resignations and discharges, an employee's termination date shall be the last day at work. Specifically prohibited is the retention of an employee on the City payroll through the use of paid holidays, sick leave, paid time off, or -comp time, r--pa+d ad i+nisrrat ve ieave except for cases of resignation for retirement or; an absence protected disahility or after ^^ by the FMLA heave or other law.