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HomeMy WebLinkAboutResolution 2010-114 revising chapter 3 of the personnel policiesMARANA RESOLUTION N0.2010-114 RELATING TO PERSONNEL; APPROVING AND .ADOPTING AMENDMENTS TO THE TOWN'S PERSONNEL POLICIES AND PROCEDURES,, REVISING CHAPTER 3 -COMPENSATION WHEREAS. Section 3-3-3 of the Marana Town Code provides that the Town Council- may adopt personnel rules, regulations and policies that follow the generally accepted principles of good personnel administration and which may be modified or changed frarn timeto time; and WHEREAS the Town Council adopted Personnel Policies and Procedures .via .Town of Marana Ordinance 99.12 and Resolution 99-38 on May 18, 1999; and WHEREAS Ordinance 99.12 and Resolution 99-38 provide that the Town Council may amend and revise the Town's Personnel Policies and Procedures after any proposed amendments have been submitted to the Council for consideration at a previous Council meeting; and WHEREAS Town staff presented proposed amendments to .the Town's Personnel Policies and Procedures at the Council's November 16, 2010 meeting; and WHEREAS the Council finds that adoption of the amendments to the Town's Personnel Policies and Procedures is in the best interests of the Town and its employees. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, as follows: SECTION 1. Chapter 3 of the Town's Personnel Policies and Procedures, entitled "Compensation," is hereby amended as set forth on Exhibit A attached to this resolution. SECTION 2. The Town's manager and staff are hereby directed and authorized to undertake all other and further tasks required or beneficial to carry out the terms, obligations, and objectives of the aforementioned amendments. PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, this 7t1i day of December, 2010. Mayor d Honea APPROVED AS TO FORM: r r . ~ ~.,.~.~ fem. r Frank Cassidy, Town At, rney ~ ~ ~~~ {00024113.DOC /} ~~~~ ~~~~N~ TOVfN OF MhRANA CHAPTER 3 COMPENSATION Policy 3-1 EMPLOYMENT SERVICE The Town of Marana's employment service is divided into classified service, unclassified service, term-limited temporary employment and short-term temporary employment. Employees in positions designated as classified service are governed by these Personnel Policies and Procedures. Employees in positions designated as unclassified service, term-limited temporary or short-term temporary are subject to these Personnel Policies and Procedures only where specifically noted herein or in the Marana Town Code. Non-employee positions, as defined by Title 3 of the Marana Town Code, are not subject to these Personnel Policies and Procedures. Section 3-1-1 Classified Service This category of employment is comprised of all regular full- and part-time employees of the Town who are employed in positions other than those designated in Title 3 of the Marana Town Code as unclassified, term-limited or short-term temporary. Section 3-1-2 Unclassified Service This category of employment is comprised of all employees of the Town who are employed in unclassified positions as designated in Title 3 of the Marana Town Code. Unclassified employees are part of a responsive management team that exists to carry out the goals and policies of the Town. Section 3-1-3 Term-Limited Temporary Employment This category of employment is comprised of temporary positions, with work related to a specific grant, capital improvement project, technology services project or other non-routine substantial body of work, for a term of six to 36 months. Section 3-1-4 Short-Term Temporary Employment This category of employment is comprised of temporary positions for a time period that does not exceed six months or 1040 hours in a rolling 12-month period. These positions are used to augment the workforce due to seasonal and other specific temporary workload needs that require additional staffing. {oooaa66i.noci ii}3-1 --r'~~~. MAI~ANA ~%/ 1 ~. TRWN QP TAAFWNA CHAPTER 3 COMPENSATION Policy 3-2 POSITION STATUS Positions within the Town are generally designed for regular full-time employees. However, in certain functions and during some seasons, work schedules and Town needs may require the services of other than full-time employees. Section 3-2-1 Definitions The following definitions shall apply whenever these terms are used throughout these Personnel Policies and Procedures. A. At-will Employment: Employment that may be terminated upon the will of the employer or employee, at any time with or without cause. At-will employees do not have employment contracts, are not guaranteed any minimum length of employment, and do not have access to the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures. B. Exempt Employees: Employees who devote most of their hours to activities that are managerial, administrative or professional. These employees are excluded from specific provisions of federal and state overtime wage and hour laws and are generally not entitled to overtime pay. C. Non-exempt Employees: Employees who devote most of their hours to activities that are not managerial, administrative or professional. These employees are entitled to overtime pay under the specific provisions of federal and state laws. D. Promotional Position: A position to which a current Town employee is promoted. To be considered a promotional position, the position must be in a #ig~er classification to a higher salary grade than the position that the employee originally served in. Section 3-2-2 Position Categories The Town employs personnel in a number of position categories including, but not limited to, the following. A. Regular Full-Time: A classified or unclassified employee hired for an indefinite period in a budgeted position for which the normal work schedule is at least 40 hours per week. To attain this status, the employee must successfully complete an initial evaluation period, as defined in these Personnel Policies and Procedures, °~+hor .,~ ., .,e,., ti;.-e ,,. ;~ Employees in this category are eligible for the Town's full benefits package. {0002266 i.noc i i i }3-2 '~~,. Nt~RANA dl.% l ~. towN of n~awar~a CHAPTER 3 COMPENSATION B. Probationary Full-Time: A classified employee serving in an initial evaluation period Employees serving in an initial evaluation period are at-will employees. Employees in this category are eligible for the Town's full benefits package. C. Regular Part-Time: A classified or unclassified employee hired for an indefinite period in a budgeted position for which the normal work schedule is at least 20 hours but less than 40 hours per week. To attain this status, the employee must successfully complete an initial evaluation period Employees in this category are eligible for the Town's full benefits package. D. Probationary Part-Time: A classified employee working less than 40 hours per week, but more than 20 hours per week, who is serving in an initial evaluation period °~~"~.,~~ a~ . Employees serving in an initial evaluation period .,~ ., ~e.., hire nr in .~ nr~mnfi~n~I .,,,~,+;,,., are at-will employees. Employees in this category are eligible for the Town's full benefits package. E. Management/Administrative Intern: A short-term temporary employee who is regularly enrolled as a student in a recognized educational institution or special program for adults and/or seniors during the regular school year. Management/Administrative Interns are at-will employees. Employees in this category receive all legally mandated benefits provided by the Town, but are not eligible for paid leave or group insurance benefits or for any cash in lieu thereof. F. Executive Fellow: Aterm-limited temporary employee who is in his/her final segment of the regular school year or has graduated from an accredited college or university in a field directly related to local government management. An Executive Fellow is an at-will employee. Employees in this category are eligible for the Town's full benefits package. G. Seasonal Employee: A short-term temporary employee who works less than 1040 hours in a rolling 12-month period. Seasonal employees are at-will employees. Employees in this category receive all legally mandated benefits provided by the Town, but are not eligible for paid leave or group insurance benefits or for any cash in lieu thereof. {oooz2s6i.DOC i i i }3-3 ~~~ MARANA ::~-/!\ TPWN OP MARANA CHAPTER 3 COMPENSATION Policy 3-3 CLASSIFICATION PLAN The Town Manager shall ensure the preparation, development and maintenance of a classification plan consisting of descriptions of positions defined by essential duties, qualifications, knowledge, skills and abilities characteristic of the positions. Section 3-3-1 Purpose The classification plan shall be developed and maintained so that all positions substantially similar with respect to duties, responsibilities, authority and character of work are similarly classified and compensated, and positions substantially different in scope and complexity are appropriately classified and compensated. Section 3-3-2 Plan Amendment A. All amendments to the classification plan require the approval of the Town Council. Amendments shall be submitted to the Town Council through the Town Manager. B. The classification plan may be amended by ordinance, resolution, motion oradoption of the Town's annual budget. C. Any position not established by Title 9 of the Arizona Revised Statutes may be abolished by the Town Council. Section 3-3-3 Position Classification A. Position classifications shall be maintained by the Human Resources Department for all regular full-time and regular part-time positions in the classified and unclassified service. B. Position classifications are descriptive only and are not restrictive in nature. The omission of specific duties from a position classification does not exclude those duties from the position if the work is related or a logical assignment to the position. Supervisors may assign different tasks to a position within a classification when the duties are similar in type and responsibility to those described in the classification description. C. The classification description does not constitute an employment agreement between the Town and employee and is subject to change as the needs of the Town and the requirements of the job change. D. When the duties or responsibilities of a position have changed significantly, the Town Manager will ensure that the position is reclassified accordingly. {00o2266i.noci ii}3-4 ~'~. IV~AI~ANA tcwrn aF n+aanr~a CHAPTER 3 COMPENSATION Section 3-3-4 Position Classification Review Whenever a reorganization, change in job content or Town Council action causes the duties of a position to change or creates the need for a new position, or a position otherwise appears to have been incorrectly classified, the Town Manager may reclassify the position to a more appropriate classification. A. The Town Manager, in consultation with the Human Resources Director, shall establish an Administrative Directive outlining the process for review of a specific position classification and for review of the classification plan as a whole. B. If there has been a significant change or a gradual accretion of duties and responsibilities over the period of one year, an employees er a Department Head ~~ chain of authority above the level of Department Head may submit a written request to the Human Resources Department to determine if a review of the position is warranted. Such review shall require the completion of a position description questionnaire. C. When there is any substantial change, addition, or deletion to the duties assigned to a position, the Department~Head r the chain of authority above the level of Denartmen ead. where aoolicable will provide a completed position description questionnaire to the Human Resources Director. D. elass+#ical:ier~: An employee whose position is reclassified will be transferred, promoted, demoted, or laid off in accordance with applicable provisions in these Personnel Policies and Procedures. If the reclassification results in a demotion, and if the employee remains in the reclassified position, then the employee will be considered to have taken a voluntary demotion. E. Implementation of a reclassification and any related pay change shall be prospective and is effective when the classification is approved by the Town Manager. Any pay increase, if applicable, shall be subject to the limits on pay increases that govern pay upon promotion. F. A position classification review decision is not subject to appeal under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures. {oooz266i.noc i i i }3-5 MAi~ANA TOWN OF MAftANA CHAPTER 3 COMPENSATION Policy 3-4 COMPENSATION PLAN The total compensation program for the Town of Marana is comprised of salary/wages, benefits and other less tangible elements that are of value to employees such as the work environment, security, career opportunities and overall health. Each element plays a role in the Town's pay strategy. Section 3-4-1 Total Pay Philosophy A. Salary: The Town provides pay opportunity (e.g. far~ges or steps) that is designed to provide managers flexibility and to provide at- or above-market median cash compensation to those employees who are strong performers and consistently make contributions to the Town's success. The market is regularly assessed to ensure that salary ~ rimes remain competitive. B. Market: The Town's market is defined as public and private sector employers similar to Marana in size and complexity and in locations where the Town looks to secure labor talent. C. Benefits: The Town's benefits in total are targeted to provide above average value to its employees. Each individual benefit program is designed to provide an employee with security in case of unforeseen events and for retirement. Section 3-4-2 Compensation Plan/Salary Schedule Adjustments All general salary increases, market adjustments, pay for performance increases or other modifications to the compensation plan and/or salary schedule require the approval of the Town Council. Amendments and revisions shall be submitted to the Town Council through the Town Manager. Section 3-4-3 No Right of Appeal The establishment of a compensation plan, including salary schedules, allocation of classifications to a specific ~ grade, assignment of pay to an employee and changes or adjustments to the compensation plan, are not subject to appeal under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures, unless a change in pay is the result of a disciplinary action that is subject to the personnel action review procedures. {00o2266i.noci ii}3-6 MAI~AI~A ~~ v~ 1,. TOWN OF tJARANA CHAPTER 3 COMPENSATION Policy 3-5 PERFORMANCE MANAGEMENT The Town's performance management program relies on a system of establishing goals, strategies and performance benchmarks for the organization and then identifying how individual and team efforts contribute to the overall achievement of Town strategic objectives. Each employee is an important part of the Town's overall success in its mission to serve the citizens of Marana. An employee's performance is directly linked to his or her compensation. The Town Manager is responsible for establishing a systematic process for the ongoing evaluation of organizational and employee performance. At a minimum, this system will link to Town-wide goals and strategies, set appropriate expectations, share ongoing and timely feedback, provide opportunities for coaching and distinguish between levels of performance. The Human Resources Director shall be responsible for ensuring implementation of an employee performance management system. Section 3-5-1 Initial Evaluation Period The initial evaluation period is a period of time, ammeter°~' "~~ +h° Tn,.,n 11A~n.~n°r~ constituting the final step in the serape+'+~ screening process for appointment to a regular full- or part-time classified service position EmRloyees shall be evaluated at least once during their initial nation period: however. managers and supervisors are encouraged to evaluate mplovees more often to provide ongoing feedback. A. xcept for employees in the Police Department as otherwise provided in this section. A~II full- and part-time employees hired in a classified service position° ~'°°~^^°+°^' °° ;~ar~s€~+° ^'^°^;f,°~' °°^•~^° laterally transferred to a classified service position in a Brent classification title or in a different department than the employee was in prior to transfer or demoted or promoted from one classified service position to another shall serve in an initial evaluation period for six 5-te~ months from the date of hire. transfer. Th n+h of +h° ini+i.~l °v.~6c~utaaiinvirp nr• nh.~ll h° ~+°+ fnr+h in +h° demotion or promotion. ~Te-lep e~i , ~ ff°r of r~ln"m + I °r r+lnv e.h~ll h° °"~I~ ~~+°,~1 ~+ I°~c~+ nnn~ er~leyee-s-c3,T~Teneane##~€Tees . However, an em Ig ovee aterally transferred or demoted will not be required to complete an initial evaluati period in the new position if the employee has previously completed an initial eva period in the same classification and in the same department. . All full- and part-time employees hired in a classified service position in the Police epartment. laterally transferred within the Police Department to a classified service position in a different classification title than the employee occupied prior to transfer or moted or promoted from one classified service position in the Police Departure another. shall serve in an initial evaluation period for 12 to 16 months from the date of hire. transfer. demotion or promotion as provided in this section. except that a demoted {00o2266i.noc i i i }3-7 ~~ ~`"~,~ I~ARANA ~~% l ~. TOWN OF MkRANA CHAPTER 3 COMPENSATION mplovee will not be required to complete an initial evaluation in the new position if the 1 as previously completed an initial evaluation period in the same classific ' within the Police Department. Newly hired civilian emnlovees. laterally transferred civilian and Arizona Peace fficer Standards and Training (AZPOSTI-certified emnlovees and promoted civilian nd AZPOST-certified emnlovees in the classified service in the Police Den all serve in an initial evaluation period for 12 months from the date of hire. transfer r promotion. Demoted civilian and AZPOST-certified emnlovees in the classified service in the Police Department who are required to serve in an initial evaluation period shall serve in an initial evaluation period for 12 months .from. the date~f demotion. 2. Newly hired emnlovees who will begin their employment with the Town by attending police academy shall serve in an initial evaluation period for 16 months from the date of hire. . Notwithstanding the provisions of this section. an employee who is demoted. promoted r transfenred due to a reclassification of a position and who has been performing the uties of the reclassified position for six months or longer prior to the reclassification. will not be required to complete an initial evaluation period in the reclassified position. gyp. employee's who are required to complete an initial valuation period pursuant to this section will not be considered finally appoint~d.+~t to a full- or part-time classified service position ~'°c~^^^*°^' ^° ^°~+ ^f +h° ,.~^~.~.f,°,+ ~°n,:,.° wi" ^^+ ~° ~'°°^^°~' f°^^' until successful completion of the initial evaluation period. uccessful completion of the initial evaluation period is as evidenced by a satisfactory Qt hlgh~C rating on ~e-#iaat ~ performance appraisal document which must be completed reviewed at least one week prior to the date that the employee's initial evaluation aeriod is scheduled to conclude ~~ ~~~^^ +~~° ^°~~^~'. Notwithstanding the one-week time frame discussed in this paragraph, mA~anagers and supervisors a~~-epseuraged~e shalt eview and discuss performance deficiencies with emnlovees as soon as possible to ow the employee the opportunity to correct the deficiencies prior to the completion of the initial evaluation period. - .. Employees serving in an initial evaluation period of 16 months be evaluated at least two times during the initial evaluation period. once months and once at the scheduled conclusion of the initial evaluation end. The Human Resources Department is responsible for maintaining records of employee appointments and promotions and the duration of initial evaluation periods. Department heads or the chain of authority above the level of Department Head. where applicable are responsible for ensuring that training, informal feedback about performance, and {00o2266i.DOC i t i }3-8 ~~ ~~ IV~AI~ANA ~~/ I t TQWN QF MARANA CHAPTER 3 COMPENSATION formal performance appraisals are completed in a timely manner during the initial evaluation period. S~. Employees serving in an initial evaluation period °~+ho. ~~ ., .,~,., ti;.~ ,.. ;., are at-will employees as defined in these Personnel Policies and Procedures. As such, during the initial evaluation period, employment may be terminated at any time, with or without cause. The decision to terminate employment shall be made by the employee's Department Head or the chain of authority above the evel of Department Head. where aoolicable after consultation with and approval by the Human Resources Director. The employee must e#atl be notified in writing that he or she has #~ve failed to successfully complete the initial evaluation period prior to the ~o~clusion of the initial evaluation ep riod. If the employee is not notified of unsuccessful etion prior to the conclusion of the initial evaluation period. the emolovee will be ered to have successfully comoleted the initial evaluation oerio .The decision to terminate employment during the initial evaluation period fo; ei#n~: a-„ ~~;:~~^~-Q,~ is not subject to appeal under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures ~F. Notwithstanding that ~ employees-ie ~ an initial evaluation period as a lateral transfer or in a promotional position aye is an at-will employees, a~ the employee who does not successfully complete the initial evaluation period in a transfer or promotional position may be restored to his or her former position. Such restoration is not mandatory, but is optional at the discretion of the Town and within the limits of available authorized positions. If an employee is restored to his or her former position, restoration shall include restoration of the employee's former pay and all other benefits to which he or she would have been entitled if the transfer or promotion had not occurred. except that any compensatory time that was oaid out to an emplovee_whQ returns to anon-exempt position. Section 3-5-2 Extension of the Initial Evaluation Period The Town may extend an employee's initial evaluation period if it is determined that more time is necessary to evaluate the performance of the employee. All extensions of the initial evaluation period shall be approved by the Department Head or the chain of authority above he level of Department Head. where annlicable and the Human Resources Department. The employee shall receive a written notice of the extension no later than the last day of the initial evaluation period. If the employee is unavailable to receive such a notice in person, the Town shall send a letter to the last known address of the employee on file with the Human Resources Department. In either case, the date of the letter shall be deemed the effective date of the notice. A copy of the notice of extension will be forwarded to the Human Resources Department for inclusion in the employee's personnel file. Under no circumstances may the total time for the initial evaluation period exceed 24 months. The {00o2266i.noc i i i }3-9 ~r"~~~o~,a. MARANA .~% ! TpWN OF MARANA CHAPTER 3 COMPENSATION initial evaluation period may be extended under, but not limited to, the following circumstances. A. The employee has had a leave of absence during the initial evaluation period that exceeds 15 calendar days. B. The employee's performance is not satisfactory, but the Department Head believes that with more time and supervision the employee may succeed in the position. In such cases, the Department Head shall develop a documented plan of action for improvement. C. Supervisor continuity is interrupted during the initial evaluation period. D. The work assigned to the employee's position is cyclical and the initial evaluation period did not provide an opportunity to adequately evaluate all aspects of an employee's performance. Section 3-5-3 Performance Management Process A. Classified employees who have completed the initial evaluation period aS.rc~tn°~-a-„ and whose positions are not on a step pay plan shall receive a formal performance appraisal document once per year. This appraisal shall be for the performance period covering the prior fiscal year, beginning on July 1 and ending on June 30. B. Classified employees who have completed the initial evaluation period ~ ein°~-a-„e4,: and whose positions are on a step. pay plan shall receive a formal performance appraisal document once per year on the anniversary of the employee's completion of the initial evaluation period, except for those emplovees o serve an initial evaluation period of 16 months. For those emplovees who serve a initial evaluation period of 16 months. the employee shall receive a formal appraisal document once per year on the anniversary of the employee's date of hire. This appraisal shall be for the performance period covered during the prior year, from anniversary date to anniversary date. C. Department Heads r the chain of authority above the level of Department Head. where icable and supervisors shall recommend an appropriate performance appraisal rating based on the Town's pay for performance guidelines. D. Opportunities for adjustments to pay based on performance are established by the Town Council each year as part of the annual budget process. The amount of funds available for merit increases are subject to economic conditions and the Town's ability to pay. {ooo2z66i.poc i i i }3-10 ~~ MARAI~A ~% ~ `.~ TOWN OF MARA2dP. CHAPTER 3 COMPENSATION E. If an employee disagrees with his or her performance appraisal document, the employee may a meetina to discuss the appraisal with the Department Head within three working days of the employee's receipt of the performance appraisal document. the Department Head prepared the emplovee's performance appraisal document. the emplovee may reauest a meetina with the priate person in the chain of authority above the level of Department Head within e three-dav time period. After the meetina. if the emnlovee continues to disagree wit performance appraisal document. the emnlovee may submit a written rebuttal which will be filed in the emplovee's personnel file in the Human Resources Department. Ifs t~~e~es ~+re ee--ski°" ~° f~^°' ^^~' ~° Performance appraisals are not subject to appeal under the personnel action review procedures set forth in Chapter 5 of these Personnel Policies and Procedures. F. The fix~I eat employee performance evaluation; end the employee's written ~p~eal-~r~d-~e-erx~pley°°'c ^^^^~-~^°^+°, if any, shall become a permanent part of the employee's official personnel file and will remain filed for the length of time required by law. {oooaa66i.noc i i i }3-11 ~~~ MAI~ANA w. ~/ I ~. TOY(N OP tvtARANA CHAPTER 3 COMPENSATION Policy 3-6 PAYROLL PROCEDURES Regular Town employees are paid biweekly. If a pay date falls on a holiday, the day of pay shall be the last working day preceding the normal pay date. There are 26 pay periods in the calendar year. Section 3-6-1 Time Sheets and Payroll Records A. All non-exempt employees shall complete time sheets documenting the number of hours worked, as well as any leave taken, in each pay period. The employee's direct supervisor shall sign the time sheet verifying the employee's hours worked and leave taken. If the emnlovee used anv leave time durina the oav neriod. a leave authorization r-e~- uest shall be attached to the time sheet. The employee's department pavroll liaison shall submit the time sheet to the Finance Department by the deadline established by Finance for each pay period. , •+ I°.+~•° .+~ ~}h°ri~i~Tpp~ ~°~~.~11 h° .e~#.en ~ ~° the 4im° c~h°°4. B. All exempt employees shall complete an attendance record which feq~e~sts document~+~ leave taken ~~ pay period ~~:;;er~~^viri°ca~•v°,~i~'}turcen. The attendance record hall be sianed by the emolovee's direct supervisor verifvina anv leave taken. Leave authorization requests shall ~ be signed by the exempt employee's supervisor ~. by the emnlovee until the oav neriod in which the leave is taken ~•°~~f~ti ' Leave authorization requests shall be attached to the attendance record and submitted to the Finance Department by the deadline established by Finance for each pay period. C. Payroll records shall be maintained by the Town in accordance with the Town's records retention schedule f^r ° minims ~m °f c~°.,°n .,°~rc~ D. The Finance Department is responsible for answering inquiries concerning payroll matters. The Finance Department and the Human Resources Department will work collaboratively to resolve pay inquiries in an expeditious manner. E. Falsification of time sheets, attendance records or leave authorization requests is grounds for disciplinary action, up to and including termination Section 3-6-2 Pay Checks A. Checks are distributed by the Finance Department to each department by noon on the Friday following the close of the pay period, unless that day is aTown-recoanized If the distribution date falls on aTown-recoanized holidav, the Finance IZeoartment shall select and coordinate an alternate distribution date. {00o2266i.noc i i i }3-12 ~~~~~ ~~~A~~ ~~%r ~. TawN ar rnaaar~o, CHAPTER 3 COMPENSATION B. With each pay check, employees receive a statement of earnings, deductions, leave balances and compensatory time balance for the period covered by the payment. C. In the absence of direct deposit, checks for those who are away ~~ on the regular pay date will be held by the Finance Department until the employee returns to work'"'1°°° ^+tie,- ~rr~.,..emo.,fc~ pro m~r1e in uiri~inn D. An employee's pay check may be released to the employee's spouse, designated family member or to another person only if authorized in writing and in advance by the employee. E. Employees are expected to cash their pay checks on their personal time. Section 3-6-3 Payroll Deductions A. Mandatory deductions required by law shall be withheld from all employees' paychecks each pay period. These include, but are not limited to, state-mandated retirement contributions, federal income tax, state income tax, Social Security and Medicare (FICA) and any legal wage garnishment. B. Voluntary deductions require an employee's written authorization. Examples include, but are not limited to, direct deposit, deferred compensation, United Way contributions, dependent health insurance coverage and supplemental health insurance. Section 3-6-4 Pay Advances The Town of Marana does not grant requests for pay in advance of the regular pay day. ccasionally. a navroll error will occur reaardina an emnlovee's waaes. If an emnlovee becomes aware of a navroll error. either an overnavment or an undernavment of waaes. the emnlovee shall orovide written notice to the emolovee's supervisor and to the Finance Director or desianee as soon as the emnlovee becomes aware of the error. Likewise. the Finance Director or desianee shall orovide written notice to an emnlovee of a navroll error as soon as the Finance Department becomes aware of the error. Once an error has been discovered, the Finance Deoartment will initiate a correction as follows: If the emnlovee has been underpaid due to an error made by the Finance Deoartment. he Finance Deoartment will run a special navroll as soon as oractical {00o2266i.voc i i i}3-13 ~~~ MAI~ANA art 70Y/N t7f MARAIJA CHAPTER 3 COMPENSATION If the emolovee has been underpaid due to an error made by the emnlovee or the eoartment oavroll liaison. the Finance Department will make the anorooriate adiustmen in oav at the next reaular oav cycle. . If the emnlovee has been overpaid due to an error made by the emnlovee. the ent navroll liaison or the Finance Department. the emnlovee will be required to reimburse the Town for the overoavment. The Finance Department will make every ort to establish a reoavment schedule that meets the Finance Department's esoonsibility to recoup public funds in a timely manner and incoroorates consideratio or the emolovee's ability to reoav. {00o2266i.noc i i i}3-14 ~"~'~~~ IV~ARANA ~.~% ! ~. TOWh{OP NARANA CHAPTER 3 COMPENSATION Policy 3-7 WAGES AND HOURS Section 3-7-1 Work Week The work week will generally consist of five days within a 40 hour week or as determined otherwise by the Town Manager. The Town Manager may establish alternative or flexible work schedules, but at no time shall those schedules interfere with the normal operations of the Town government. A work week generally begins every Saturday at 12:01 A.M. and ends the following Friday at 12:00 midnight. The Town Managers er the General Manager or ~ Department Head may stagger, rearrange and adjust the work hours of employees to enable the Town to keep offices open at all times required. A supervisor may require any employee to temporarily perform service in excess of 40 hours in a five day week when necessary to maintain Town operations. When such work is required, the overtime and compensatory time provisions in these Personnel Policies and Procedures and state and federal law shall apply. Section 3-7-2 Overtime Eligibility As part of the classification plan, the Human Resources Director shall evaluate the body of work for a position classification and determine if employees in that position classification are subject to the provisions of the Fair Labor Standards Act (ELBA). Position classifications shall either be exempt or non-exempt from the provisions of the FLSA, as defined in these Personnel Policies and Procedures and state and federal law. The Human Resources Director shall employ all evaluation techniques and methods prescribed by the FLSA for determining the overtime status of a position classification. The Human Resources Director is responsible for continually reviewing and updating the FLSA status of position classifications. All employees in unclassified positions are exempt from the FLSA, as being a part of a responsive management team. Section 3-7-3 Overtime and Compensatory Time It is the Town's policy to avoid the necessity of overtime whenever possible, but overtime work may be necessary to handle emergency situations and to meet seasonal or peak workload requirements of a critical nature. Department Heads and General Managers are responsible for the planning required to minimize the need for overtime. The provisions of this section apply only to non-exempt employees. A. Whenever a nonexempt employee is required to work more than 40 hours in a work week, the employee shall be compensated for the hours worked in excess of 40 at the rate of one and one-half times the employee's regular base rate of pay. In the alternative, the employee may take one and one-half hours of compensatory time off for each hour worked in excess of 40 hours in a work week. {00o2266i.noc i i t}3-15 ~'=~~~. MA~ANA .~ /1\ TpWN OP NARANA CHAPTER 3 COMPENSATION B. The employee shall designate whether he or she desires to receive pay at the rate of one and one-half the employee's regular base pay rate or compensatory time off at the time the overtime is documented on the payroll time sheet. An employee is not required to accept compensatory time in lieu of overtime pay unless the employee agrees to this arrangement before the employee performs the overtime work. C. Hours worked for purposes of calculation of overtime shall be defined as time on the job performing a responsible work assignment. D. Time shall begin once the employee is at the work station or at the call origination for emergencies. E. Vacation, sick, holiday and other leave shall not be considered time worked and shall be deducted from hours worked during overtime calculation for each work week. F. Hours actually worked on Town-approved holidays shall be included as hours worked for the purposes of calculating overtime in a work week. G. Pay for work beyond an employee's regularly scheduled work day or work week will be at the straight time hourly pay rate unless and until the employee has actually worked more than 40 hours in a work week. H. The Department Head or General Manaaer must specifically authorize the rendering of overtime services. Employees shall obtain such authorization prior to working any overtime, unless the overtime is deemed to be an emergency by the Department Head or General Manaaer. An employee's compensatory time balance must not exceed 80 hours. The Town Manager may make an exception to the accumulated compensatory time balance as recommended by the Department Head or General Manaaer. J. The following provisions apply to the use of compensatory time: 1. Compensatory time may not be used before it is accrued. 2. An employee must submit a written request in advance to use compensatory time. 3. Requests to use compensatory time will be approved unless the employee's absence during the period requested will unduly disrupt Town or department operations. 4. Compensatory time must be used during the calendar year in which it is accrued unless this is not feasible due to work demands. The employee may then request, {ooo2z66i.noc i i i}3-16 MARAI~A ,`~/ 1 ~. T041N OF MAf20.NA CHAPTER 3 COMPENSATION and the Department Head or General Manager may approve, the carryover of a maximum of 40 hours of accrued compensatory time. 5. Compensatory hours that have been carried over must be used within the first quarter of the new calendar year. K. Payment for accrued but unused compensatory time is as follows: Employees will be paid in the pay period that includes December 31 for all accrued compensatory time not carried over into the following year. 2. If an employee is terminated or otherwise separates from employment while in a non-exempt position, the employee will be paid for all accrued compensatory time. 3. If an employee is promoted into an exempt position, the employee will be paid for all accrued compensatory time prior to the effective date of the promotion at his or her rate of pay in the non-exempt position. L. Nothing in this policy shall be construed to contravene the provisions of the Fair Labor Standards Act (ELBA). Section 3-7-4 Exempt Employees The overtime provisions of this policy shall not apply to employees whose positions have been determined to be exempt from the provisions of the FLSA. FLSA exempt employees are expected to work the hours necessary to satisfactorily perform their jobs. FLSA exempt employees may be required to work a specified schedule set by their supervisor. . The Town prohibits anv deductions from FLSA exempt emolovees' oav that are imnroner er the FLSA. If an FLSA exempt emolovee believes that an imnroner deduction has een made to his or her salary. the emnlovee should immediately report this informatio o his or her direct supervisor. the Department Head or General Manaaer or to the _ n Resources Director. The Town will promptly investiaate reports of imnroner ctions. If the Town determines that an imnroner deduction has occurred. the Tow will promptly reimburse the employee for the imnroner deduction. {ooozz66i.noc i i i}3-17 .~~~~ MARAI~A /1~.. TOWN OF MARANA CHAPTER 3 COMPENSATION Policy 3-8 HOLIDAY PAY It is the policy of the Town to grant paid time off to eligible employees on the Town Council-approved holidays listed in Chapter 4 of these Personnel Policies and Procedures. However, if anon-exempt employee is required to work on aTown-approved holiday, the employee is also eligible for holiday pay. Section 3-8-1 Calculation of Holiday Pay A. Full-time non-exempt employees who are required to work on aTown-approved holiday shall be compensated for eight hours paid time for the holiday, plus their regular rate of pay for time actually worked on the holiday. B. Part-time non-exempt employees who are required to work on aTown-approved holiday shall be compensated paid time for the holiday, prorated to the employee's normal work schedule, plus their regular rate of pay for time actually worked on the holiday. C. Holiday pay will be at the employee's regular base rate of pay unless the employee works more than 40 hours in the work week that includes the holiday. Hours in excess of 40 hours in the work week shall be compensated according to the overtime and compensatory rules set forth in this Chapter. Section 3-8-2 Exempt Employees FLSA exempt employees are expected to work the hours necessary to satisfactorily perform their jobs. Exempt employees will receive their normal rate of pay for the work week regardless of whether or not they work on aTown-approved holiday and regardless of whether they are on a standard or alternative work schedule. {oooa266i.noc i i i}3-18 I~ARANA .;. ~'/ 1 \ TOWN OF hiARANA CHAPTER 3 COMPENSATION Policy 3-9 ADJUSTMENTS TO PAY Section 3-9-1 Promotion A. The Town encourages succession planning to develop in-house talent for promotional opportunities. Generally, promotions are made using a competitive recruitment process. With sufficient justification and the approval of the Human Resources Director, a competitive recruitment process may be restricted to internal applicants or waived entirely for promotional opportunities. Internal candidates who are selected for a promotional position must possess all of the minimum qualifications for the position upon hire, unless the Human Resources Director or designee approves an exception that allows the employee to attain a particular certification or other requirement as a condition of successful completion of the initial evaluation period. B. ~ e~pon promotion, an emnlovee shall iae receive a ~v increase of five percent ove the emolovee's reaular base rate of oav prior to the promotion or to the minimum a~t#e-eafr~ level of the +~ew salary ease arade for the promotional position er-#+ve ~erse~t, whichever is greater. In extenuating circumstances, the Town Manager or designee may consider additional pay at the time of promotion; however, in no circumstance shall the promoted employee's rate of pay exceed the salaries of incumbents in the same or similar positions. Section 3-9-2 Demotion A. An employee may move to a position in a lower classification due to reorganization, reclassification or reduction in force. In these situations, the employee's salary shall be reduced to an amount that does not exceed the maximum of the new salary arade . If the employee's salary in the higher classification does not exceed the rate of pay for the new salary fie, the employee's salary may remain unchanged upon the recommendation of the Human Resources Director and approval of the Town Manager or designee. B. An employee may move to a position in a lower classification due to performance issues or disciplinary action. In these situations, the employee's salary shall be reduced by the percentage difference between the mid-point of the higher classification salary rye and the mid-point of the lower classification salary -a~-d.- fie. Section 3-9-3 Lateral Transfer A lateral transfer occurs when an employee transfers from one position to another position staffs in the same salary grade . There shall be no change to the employee's salary for a lateral transfer. {00o2266i.noc i i i }3-19 ~~~ ~A~A~f~ .:~~- '~^v~..: v '` TOV,'N OF MAn^ANA CHAPTER 3 COMPENSATION Section 3-9-4 Reclassification A. When a position is reclassified to a #+gber classification at a hiaher salary arade, employees in that position shall be eligible for the same pay increase as provided upon promotion. B. When a position is reclassified to a lewe~ classification at a lower salary arade, the salaries of employees in that position may be "frozen" or "redlined" until the employees' salaries are at or below the top of the salary ~ ~e for the new classification. Salaries shall only be frozen or redlined upon the recommendation of the Human Resources Director and approval of the Town Manager or designee. When salaries are frozen or red-lined due to a reclassification to a lower classification, employees may only receive lump sum performance awards until their salary is at or below the top of the salary ~ fa~ge for the new classification. C. When a position is reclassified to a classification at the same salary arade. the salaries f emolovees in that position will ordinarily not chanae. However. the Department Head r General Manaaer may recommend a chanae in salary arade to the Human Resources Director in order to address an extraordinary circumstance. The Human Resources Director shall review the recommendation and then make a recommendation to the own Manaaer. The Town Manaaer's decision is final and is not subject to anneal unde e oersonnel action review .procedures set forth in Chanter 5 of these Personnel Policies and Procedures. Section 3-9-5 Effective Date of Pay Changes A. Changes in pay rate, benefits, classification, working conditions and employment status shall be documented on a Personnel Action Form (PAF) signed by the Department Head a chain of authority above the level of Department Head. ere aoolicable. the Human Resources Director, ~ Finance Director and ~ Town Manager or designee. The PAF shall be made a part of the employment history record of the employee. No change to an employee's pay rate, benefits, classification, working conditions or employment status shall be implemented unless accompanied by an approved PAF. B. Unless otherwise specified in these Personnel Policies and Procedures or by Town Council action, the effective date of adjustments to pay shall be the first day of the next pay period after the adjustment is made. Adjustments to pay for employees on unpaid leaves of absence shall be implemented upon the employee's return to work. {oooaa66i.DOC i i i}3-20 ~~~~ MAI~ANA ti/ l ~. TQWN OP MARANA CHAPTER 3 COMPENSATION Section 3-9-6 Special Assignment Pay A. Special assignment pay may be provided to employees who are engaged in one of the following activities: 1. Working out-of-classification in a higher level classification 2. Performing additional duties outside of the scope of the employee's regular classification for a limited period of time, such as assuming some or all of the responsibilities of a vacant position 3. Serving in a lead or supervisory role when the employee's regular position does not require lead or supervisory responsibilities B. Special assignment pay begins when the employee is assigned the additional duties or begins working out of classification. C. Special assignment pay shall nn r~m~ll [[ be at the rate of five percent of the employee's regular base rate of pay. If an employee assumes the full responsibilities of a vacant position in a Maher classification. special assignment oav shall be at the rate of five percent of the emolovee's regular base rate of oav unless this increase does not rais he emolovee's salary to the minimum salary for the higher classification. In that case. he emolovee's salary shall be raised to the minimum of the higher salary grade Additionally ~leweve~, the Human Resources Director may recommend special assignment pay of up to 100 _nt of the employee's regular base rate of pay in extenuating circumstances. D. The Department Head or the chain of authority above the level of Department Head. where ap lio cable must request special assignment pay in writing. All special assignment pay must be approved by the Human Resources Director and the Town Manager or designee. Special assignment pay shall be approved in six month increments, not to exceed a total of one year. E. Any increases to base pay that are made while an employee is receiving special assignment pay, such as pay for performance awards, general increases or market adjustments, shall be calculated using the employee's regular base rate of pay before the application of the special assignment pay. The special assignment pay may be recalculated after increases are added to the employee's base rate of pay. Section 3-9-7 Call-Out Pay When anon-exempt employee is called back to regular duty more than one hour after leaving Town facilities at a time other than the employee's regular assigned shift, to perform {00o2266i.DOC i t i }3-21 ~~~ MARANA -:/l~. TOYJtJ 9F MARANA CHAPTER 3 COMPENSATION unscheduled duties which are in excess of the employee's regular hours of work, the employee will receive a minimum of two hours pay each time called out, or the actual time worked, whichever is greater. Calculation of the actual hours worked shall begin at the time of the call-out and shall include travel time to and from the place the employee is directed to report to work. The Department Head or designee or the chain of authority above the level Department Head. where aoolicable must authorize all call outs. Section 3-9-8 On-Call/Stand-By Assignments; On-Call/Stand-By Pay The Town Manager may designate certain non-exempt positions as eligible to receive on-call and/or stand-by pay based on the need for 24 hours per day, 7 days per week coverage and emergency response requirements. Department Heads or those in the chain authority above the level of Department Head who have such positions in their chain-of-command shall determine the length, duration and rotation of on-call or stand-by assignments. The rate of pay for on-call and stand-by assignments shall be determined by the Town Manager based on budget capacity with consideration given to the rates paid for comparable assignments in other jurisdictions that make up the Town's market for the purposes of surveying pay and benefits. Section 3-9-9 Shift Differential Pay Shift differential pay shall be provided to non-exempt employees for any hours worked between 6:00 p.m and 6:00 a.m. Shift differential pay is an hourly amount added to the employee's regular base rate of pay. Shift differential pay shall be determined by the Town Manager based on budget capacity with consideration given to the shift differential rates paid in other jurisdictions that make up the Town's market for the purposes of surveying pay and benefits. {00o2266i.voc i u }3-22 ~~~ MAI~ANA .~ /lti. Tt>WN OF MARAAtA CHAPTER 3 COMPENSATION Policy 3-10 EMERGENCY CLOSURES Emergencies such as severe weather, fires, power failures or floods can disrupt Town operations and may require the closing of a work facility. Closing of a work facility is at the sole discretion of the Mayor, Town Council or Town Manager. In the event that s~ an emergency occurs during non-working hours, Department Heads or those in the chain of authority above the level of Department Head will be responsible for notifying the affected employees. Section 3-10-1 Pay During Emergency Closures A. When operations of the Town or any part of the Town are officially closed due to emergency conditions, the time off from scheduled work will be paid. B. Employees in essential operations may be asked to work because of emergency conditions on a day when non-essential operations are officially closed. If the hours worked are within the normally scheduled work day and work schedule, the employee will receive the regular base rate of pay. Any hours actually worked during an emergency closure shall be included as hours worked for the purposes of calculating overtime in a work week. {0oo226si.noc i i i}3-23 ~.."".~~ NIARAI~A ~~/I t rw+rr aF n~aanxn CHAPTER 3 COMPENSATION Policy 3-11 VEHICLE ALLOWANCE/TAKE-HOME VEHICLES The Town Manager may authorize a monthly vehicle allowance or the use of a Town take-home vehicle for certain employees. The Town Manager shall take into consideration the amount and type of focal travel required of a position when granting a vehicle allowance or providing a Town take-home vehicle. Section 3-11-1 Unclassified Employees A. The Town Manager may provide a vehicle allowance or take-home vehicle to unclassified employees to compensate them for required frequent travel to meetings and work assignments throughout the Town and Pima County. B. The Town Manager may authorize the use of a Town take-home vehicle in lieu of a monthly vehicle allowance for an unclassified employee when using a Town vehicle results in operational efficiencies. In authorizing a Town take-home vehicle, the Town Manager shall take into consideration whether the employee must be routinely available for immediate emergency response, routinely carries and accesses Town equipment in the course of travel or routinely accesses areas that may be restricted to Town vehicles. Section 3-11-2 Classified Employees The Town Manager may authorize the use of a Town take-home vehicle for a classified employee when using a Town vehicle results in operational efficiencies. In authorizing a Town take-home vehicle, the Town Manager shall take into consideration whether the employee must be routinely available for immediate emergency response, routinely carries and accesses Town equipment in the course of travel or routinely accesses areas that may be restricted to Town vehicles. Section 3-11-3 Vehicle Allowance A. The Town Manager shall establish monthly vehicle allowance rates within Town Council-approved budgetary limits. B. Employees who receive a monthly vehicle allowance may not use a Town vehicle as a take-home vehicle and may not request mileage reimbursement for local travel within a one-way direction of 25 miles from the employee's regular work location. Section 3-11-4 Take-Home Vehicles A Town employee who is authorized the use of a Town take-home vehicle may not receive a vehicle allowance during the same time period. {oooaa66i.noc i i t}3-24 ~~~~ MAI~ANA :~~/ ~ t 2RYlN OF f~RRANA CHAPTER 3 COMPENSATION Policy 3-12 RELOCATION AND INTERVIEW EXPENSES Section 3-12-1 Relocation Expenses A. The Town Manager, in his or her sole discretion, may authorize reimbursement of relocation expenses for a newly hired unclassified employee in an amount of up to $5,000. B. Reimbursement of relocation expenses shall be a one-time reimbursement, limited to the cost of moving furniture and personal effects from the employee's current home to his or her new home. C. The reimbursement shall be treated as income to the employee. D. The relocation and reimbursement of expenses must occur within the 12-month period following the unclassified employee's hire date. E. Unclassified employees who are offered and accept reimbursement of relocation expenses shall be required to sign an agreement as part of an initial offer of employment letter indicating acceptance of all the terms of the relocation expense reimbursement. Section 3-12-2 Interview Expenses In an effort to attract and consider candidates with exceptional qualifications, and to ensure a competitive interview pool, the Town Manager may, in his or her sole discretion, authorize payment of travel expenses to and from an interview process at the Town of Marana for a vacant, unclassified position. Only transportation and lodging expenses shall be considered for reimbursement. {ooozz66i.noc i i i}3-25 ~~ MARANA TQVtN QF MARANA CHAPTER 3 COMPENSATION Policy 3-13 CONFLICT WITH MEMORANDUM OF UNDERSTANDING Section 3-13-1 Conflict with Memorandum of Understanding If any of the provisions of this Chapter conflict with the provisions of any memorandum of understanding between the Town of Marana and a designated public safety employee organization, as referenced in Title 4 of the Marana Town Code, the memorandum of understanding shall govern for those positions that are subject to the provisions of the memorandum of understanding. {oooaa66i.voc i i i}3-26