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CITY OF SAVANNAH POLICY MANUAL Policy Number: Effective Date: Revision Date: Revision Date #2: Revision Date

#3 Revision Date #4 Revision Date #5 Revision Date #6 Revision Date #7 Revision Date #8 Revision Date #9 Revision Date #10 Authority: HR-010 April 15, 1986 April 14. 1998 January 1, 2001 November, 2002 January 1, 2005 July 25, 2005 August 21, 2006 January 1, 2007 November 2, 2009 June 28, 2012 September 8, 2013 City Manager

HUMAN RESOURCES

PAY

I.

PURPOSE: To outline and explain the City of Savannah's pay policy as it applies to all classes of employees. To establish and maintain policies that are fair and consistent with applicable federal, state and other laws governing pay.

II.

DEFINITIONS:

FLSA - Fair Labor Standards Act, federal law administered by the U. S. Department of Labor, Wage and Hour Division, to establish and regulate minimum wage rates, overtime pay requirements, equal pay standards, child labor restrictions and record-keeping.
Exempt, employees not covered by the overtime provision of the FLSA including elected or appointed officials, advisors to officeholders with respect to the constitutional or legal powers of his/her office, employees meeting the FLSA's definition of professional, executive, or administrative classifications, and seasonal employees. Nonexempt, any employee covered under the FLSA not exempted by definition from the Act. Reclassification, reallocation of an employee or position to a different classification after a study has been conducted by the Human Resources Department validating the necessity for the change in classification.

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Compensatory Time, time off with pay that is granted to employees for working overtime hours. Pay for Performance, a lump sum payment to enhance and reward performance and skills

development. Designed at the bureau or department level to best fit the department's needs.
General Wage Increase, a general increase to reflect the cost of living and comparable market rates. The granting and timing of the increase is determined each year and the

amount of the increase may be driven by budget demands.


Mandatory On-Call Responder Status, during periods for which there is no general

community wide emergency, an employee who has been designated as provided in this policy to respond to situations during non-regular work hours, is considered in "Mandatory On-Call Responder Status" if all of the following conditions are met: The period of being in "Mandatory On-Call Responder Status" is scheduled, temporary, and for a duration of at least one week. The employee is provided with a pager or other similar communication device and is required to respond within 15 minutes. The employee is required to report to a specified emergency work site within one hour of notification in a ready-to-work condition. The employee is subject to disciplinary action if heishe fails to respond or report to the work site, as required above.
III. POLICY:

A. Pay Plan: 1. The City's pay plan is designed to give comparable pay for comparable work and comply with the requirements of FLSA. The pay plan consists of classifications and pay grades organized in a schedule of allocations. The pay grades include minimum and maximum rates of pay. The schedule of allocations assigns each classification to a pay grade. All positions in the same classification shall be assigned to the same pay grade. The position classification and grade is established through a point-factor evaluation system, which assigns points based on a set of universal criteria. Using established factors, the duties of positions are evaluated on criteria such as FIR-010-2

2.

knowledge required, supervisory controls, guidelines, complexity, scope and effect, personal contact, purpose of contact, physical demands, work environment, and supervisory and management responsibility. A quantitative score is then established, which places the position in the appropriate pay grade. B. Pay Increases:
General Wage Increase: A general wage increase may be distributed each year, if
funds are available and allocated by City Council. The schedule is to distribute the

increase in January; however, this date may be adjusted by City Council if necessary for budget reasons. The City will strive to reflect the cost of living and comparable market rates; however, the amount may also be driven by budget demands. If a general wage increase is approved, it may be distributed as a step increase or a wage scale adjustment. Typically, the increase will be applied to the base pay of each employee receiving the increase. Employees at the maximum of the pay grade, or outside the grade and step for their position, will receive the increase as a lump sum payment. 2.
Pay for Performance: This payment is intended to enhance and reward exceptional performance and skills in order to continuously improve service delivery. This element of the pay system is designed at the department or bureau level to best fit the department's or bureau's needs. Every year each department is allocated 2.5% of budgeted salaries for this payment. This is normally awarded in April of each year for the previous year. It is awarded based on employees' performance and/or skills against the performance and/or skills criteria for their position during the previous calendar year (January through December), known as the "plan year". Lump sum payments are counted toward retirement and overtime calculations. Employees must be employed on the date the payment is effective to be eligible. Pay for Performance is not a pay entitlement and must be earned by the employee in accordance with the plan criteria.

a.

If an employee moves to new position or department during the plan year, an assessment of the employee's progress to date in his/her Pay for Performance plan is completed and sent to the employee's new supervisor or department. At the end of the plan year, the department director considers the employee's progress in both the former and current Pay for Performance Plans to award the Pay for Performance. If an employee works for the City for less than the full plan year, the department head may award the payment based on the employee's progress in the Pay for Performance Plan. HR-010-3

b.

3. Longevity: Employees who achieved at least 10 years of service time prior to December 31, 1998, will receive the following longevity pay: Full Time Service 10 years 15 years 20 years 25 years 30 years 35 years 40 years b. Annual Rate $ 270 $ 405 $ 540 $ 675 $ 810 $ 945 $1080

Longevity pay is reduced for less than full time work on a basis proportionate to the allocated hours designated for the position (e.g., part-time work of 20 hours per week for 10 years of service would be $135 per year). Longevity pay is counted toward retirement and is included in calculations of overtime pay for employees who are non-exempt under FLSA.

c.

C. Effects on Pay Rates in Personnel Transactions:

Promotion:

a. General employees and uniformed firefighting employees: An employee promoted to a higher classification shall receive an increase of 10% above his/her current pay up to the maximum of the new pay range. When the present rate of the promoted employee is 10% or more below the minimum of the new pay grade, he/she shall receive the minimum of the new pay grade. b. Sworn uniformed police employees: A Step Plan has been implemented for promotions. All promotions for sworn police personnel will place the promoted employee on step 1 of the next rank.
c. The promotional pay of an employee promoted to a non-exempt or exempt supervisory position must be a minimum 5% above the highest paid employee in the department to be supervised at the time of promotion. This is a one time

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increase applicable at the time of promotion only. Any future promotions or pay increases of subordinates will not result in any additional compensation. Transfer: When a transfer is made to a classification in the same pay grade, the pay rate is not affected. 3. Demotion: Unsuccessful Probationary Period Following Promotion: If an employee fails to successfully complete a promotional probationary period due to performance issues, the employee may request a voluntary demotion to the former position or to a position in the same classification if a vacancy exists. However, the City is not required to retain an employee who has had an unsuccessful promotional probationary period. if the employee is accepted by the department head for the former position, the employee's salary will be reduced to the former rate of pay, including any cost of living increases that would have been awarded during the period. Such demotion must occur within the 6 months (12 months for uniformed Police Officers and Firefighters) probationary period. a. General employees: I. When a demotion is made to a new position, the demoted employee shall be placed on the new pay grade at step 1 or a maximum of 10%. 2. When a demotion is made to a previously held position, the employee shall be placed in the new pay grade on the step consistent with previous salary plus general wage increases. 3. When an employee is no longer able to perform the duties required of their current position due to a work related injury, they may be moved to another position which may be in a lower pay grade. At the discretion of the department head and the Human Resources Director, the employee may retain their current pay or be placed on the maximum step in the new pay grade if their current rate is outside the new pay grade. b. Uniformed firefighting employees: 1. When a demotion is made to a new position, the demoted employee shall be placed on the new pay grade at step 1.

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2. When a demotion is made to a previously held position, the employee shall be placed in the new pay grade on the step based upon years of service with Savannah Fire & Emergency Services. 3. When an employee is no longer able to perform the duties required of their current position due to a work related injury, they may be moved to another position which may be in a lower pay grade. At the discretion of the department head and the Human Resources Director the employee may retain their current pay or be placed on the maximum step in the new pay grade if their current rate is outside the new pay grade. c.
Sworn uniformed police employees:

I. When a demotion is made to a new position, the demoted employee shall be placed on the new pay grade at step I . 2. When a demotion is made to a previously held position, the employee shall be placed on the new pay grade on the step consistent with their years of service in that rank plus the years in the higher rank. 3. When an employee is no longer able to perform the duties required of their current position due to a work related injury, they may be moved to another position which may be in a lower pay grade. At the discretion of the department head and the Human Resources Director, the employee may retain their current pay or be placed on the maximum step in the new pay grade if their current rate is outside the new pay grade.
4. Position reclassification: An employee who is reclassified to a higher grade may receive an increase of 2.5% unless his/her pay in the old grade is below the minimum in the new grade. When the present rate of the reclassified employee is 2.5% or more below the minimum of the new pay grade, he/she will receive the minimum of the new pay grade. An employee who is reclassified to a lower grade may be placed on the step of the new grade to retain the same pay or be placed on the last pay step of the new grade if unable to maintain the same pay. Acting Pay: An employee who is formally appointed by their department head or bureau chief to a position in a higher classification for a duration of 30 days (10 shifts for fire captains and battalion chiefs) or longer and charged with the full responsibilities and performance of duties shall be considered to be in an "acting" capacity. Non-exempt employees acting in the capacity of an exempt employee will be considered and treated as an exempt employee during this time period. Acting appointments should only be made in situations where a vacancy or leave of

5.

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absence of the incumbent will occur for 30 days or longer. Acting appointments should be short in duration, with all attempts made to limit such appointments to six months or less.

a. General employees and uniformed firefighting employees in classifications not covered by International Association of Firefighters (IAFF): The acting appointee shall be paid at the beginning pay rate of the acting position from the first day of the acting appointment when the appointment lasts a minimum of 30 days or 10
shifts. If the incumbent's current salary is above the beginning pay rate of the

higher position, the employee's pay shall be increased by 5% during the acting appointment.

b. Uniformed firefighting employees in classifications covered by the IAFF: Uniformed firefighting employees within the classifications of Advanced Firefighter and Master Firefighter shall be paid acting pay for "riding out of classification" beginning with the ninth (0) consecutive shift of acting status. The acting appointee shall be paid at the beginning pay rate of said position. If incumbent's salary is above the beginning pay rate of the higher position, the employee's pay shall be increased by 5% for all consecutive shifts after the ninth until the end of the acting status. [Note: The current language in the IAFF contract for "riding out of classification" is applicable to Advanced Firefighters and Master Firefighters.] c. Sworn uniformed police employees: The acting appointee shall be paid at step 1 of the acting position from the first day of the acting appointment when the appointment lasts a minimum of 30 days.
D. Entrance Pay Rate: The entrance pay rate will be as follows:

1. General employees: All new and re-employed employees shall be paid the minimum rate of pay for the position. If the new employee possesses exceptional qualifications and experience that warrants employment at a higher rate of pay, City Manager's approval is required. With the Human Resources Director's approval, entry pay for positions on grade 17 and above is negotiable up to 10% above minimum without the City Manager's approval. 2. Uniformed firefighting employees: All new and re-employed firefighting employees shall be paid at the minimum rate of pay in the position. 3. Sworn uniformed police employees: Police officers with less than two years of law enforcement experience shall be paid the minimum rate of pay; police officers with at

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least two years of law enforcement experience or a bachelor's degree from an accredited college or university will start on step 20. E. Overtime: Overtime work must be authorized by the bureau chief, department head or designee and limited to the amount budgeted for overtime. Overtime work should be the exception and will be allowed only to meet critical, emergency situations and staffing needs as designated by the bureau chief or department head. There are special rules that apply when the City Manager declares a "disaster" for City of Savannah employees. This can pertain to either the preparation for or response to an event such as a hurricane, tornado, flood, etc. See the Disaster Leave and Pay policy HR015 for these rules. I.

Exempt employees: The schedule of allocations and job description for each classification designate the FLSA status of each position.
It is the City's policy to comply with the salary basis requirements of the FLSA. Therefore, the City prohibits all managers from making improper deductions from the salaries of exempt employees which violate the FLSA. If an employee believes an improper deduction has been made to his/her salary, this information should be reported immediately to the City's Human Resources Director. Reports of improper deductions will be promptly investigated. If it is determined an improper deduction has occurred, the employee will be promptly reimbursed for any improper deduction made. There is no overtime pay provided for exempt employees of the City of Savannah except as authorized by the City Manager. Compensatory time off at a straight time rate for overtime worked may be granted to exempt employees. excluding administrators, division heads, department heads, and bureau chiefs. Exempt employees terminating from the City will not be paid for any accumulated compensatory time.

2.

Non-exempt employees: Employees are covered by the FLSA unless they are determined to be exempt. "Hours worked" includes all time during which an
employee is required to be on the employer's premises or at some other prescribed work place and all time during which an employee is 'suffered or permitted' to work. Paid or unpaid leave is not counted toward hours worked for overtime purposes. Separate work periods are established for 40-hour employees and public safety employees in accordance with Section 7(k) of the FLSA. The premium overtime rate of compensatory time or pay for nonexempt employees is time-andone-hal f for all time actually worked over the designated hours in the work period. HR-0 l 0-8

a. Non-exempt 40-hour general employees: Non-exempt full time general employees who work a regular 40 hour week must be paid overtime or given premium compensatory time off for actual hours worked that exceeds 40 hours each work week. A maximum of 240 hours (160 hours of actual overtime) may be accrued and compensated by compensatory time off. b. Non-exempt uniformed firefighting employees: The City has established a 27
day-204 hour work period in accordance with Section 7 (k) of the FLSA.

Nonexempt uniformed firefighting employees must be paid overtime or given compensatory time off for actual hours worked that exceeds 204 hours in a 27 day work period. A maximum of 480 hours (320 hours of actual overtime) may be accrued and compensated by compensatory time off.

c.

Non-exempt sworn uniformed police employees: Non-exempt sworn uniformed police employees must be paid overtime or given premium compensatory time off for actual hours worked that exceeds 40 hours each work week. A maximum of 480 hours (320 hours of actual overtime) may be accrued and compensated by compensatory time off.

3.

Compensatory time: Compensatory time may be given in lieu of overtime pay in accordance with the agreement entered into at the time of employment. Employees may be permitted to use accrued compensatory time within a reasonable time after making a request, unless this would unduly disrupt City operations. Supervisors may require employees to use compensatory time to ensure the City' financial liability is limited. On-call and call-back: Nonexempt employees who remain on call and subject to recall duty during their vacation or non-working hours shall be compensated on the basis of one and one-half times their standard hourly rate of pay for every hour of actual work performed as a result of an off-duty call-out. Employees who are called back shall receive a minimum of 2 hours pay at the time- and-one-half rate. This 2 hour minimum will include 30 minutes maximum travel time incurred by the employee. Leave time: No paid or unpaid leave time will be included in determining work time for premium overtime calculations. Holiday leave: If an employee works a scheduled week other than Monday through Friday, and is regularly off on a scheduled holiday, he or she shall be granted, at the option of the bureau chieVdepartment head, either a day of holiday leave or a day of pay at straight time rate in lieu of the holiday.
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5. 6.

F. Other Pay Allowances: Subject to annual appropriations by City Council, the City will provide additional pay allowances as follows: I . General employees: General Employees who are eligible participants in the ICMARC deferred compensation plan will receive an additional pay allowance per month from the City. This allowance, together with amounts voluntarily designated by the employee, will automatically be contributed to the employee's ICMA-RC deferred compensation account through payroll deduction. To be eligible for this allowance, an employee must make the minimum contribution to ICMA-RC each pay period or until such point in the year as the maximum annual contribution has been made, and must not be eligible for the Police Officers' Annuity and Benefit or the Georgia Firefighters' Pension Fund as described below.

2.

Uniformed firefighting employees: All uniformed firefighting employees who are eligible to participate in the state-sponsored Georgia Firefighters' Pension Fund (GFPF) will receive an additional pay allowance from the City. This allowance will automatically be used towards the payment of the monthly premium through payroll deduction. Uniformed firefighters who are unable to establish membership in GFPF will be eligible to receive an additional pay allowance per month from the City. This allowance, together with amounts voluntarily designated by the employee, will automatically be contributed to the employee's ICMA-RC deferred compensation account through payroll deduction. To be eligible for this allowance, an employee must make the minimum contribution to ICMA-RC each pay period or until such point in the year as the maximum annual contribution has been made, and must not be eligible for the Police Officers' Annuity and Benefit or the Georgia Firefighters' Pension Fund. Sworn uniformed police employees: All sworn uniformed police employees who are eligible to participate in the state-sponsored Peace Officers' Annuity and Benefit (POAB) fund will receive an additional pay allowance from the City. This allowance will automatically be used towards the payment of the monthly premium through payroll deduction. Sworn police officers who are unable to establish membership in POAB will be eligible to receive an additional pay allowance per month from the City. This allowance, together with amounts voluntarily designated by the employee, will automatically be contributed to the employee's ICMA-RC deferred compensation account through payroll deduction. To be eligible for this allowance, an employee must make the minimum contribution to ICMA-RC each pay period or until such point in the year as the maximum annual contribution has been made, and must not be eligible for the Police Officers' Annuity and Benefit or the Georgia Firefighters' Pension Fund.

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Stipend for Mandatory On-Call Responders: In cases where it has been demonstrated that emergencies occur regularly that require immediate response and correction (e.g. water main breaks, traffic fatalities, lift station malfunctions, communication system repairs, traffic signal repairs), the City Manager may authorize that occupants of certain positions designated by bureau chiefs be placed, from time to time, in Mandatory On-Call Responder Status. Employees placed in Mandatory On-Call Responder Status shall be provided a Mandatory On-Call Responder stipend of $32 for each full week of being in Mandatory On-Call Responder Status. This payment is $4.00 per day for Monday through Friday and $6.00 per day on Saturday and Sunday. The stipend is not counted toward retirement or overtime. Refer to Disaster Leave and Pay policy HR-015 concerning pay and leave procedures during disasters. There are special rules that apply when the City Manager declares a "disaster" for City of Savannah employees. This can pertain to either the preparation for or response to an event such as a hurricane, tornado, flood, etc.

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G. No Other Compensation Permitted: Employees of the City of Savannah may not receive gratuities in any form for providing city service to the public. H. Union Agreements: Provisions about pay may appear in union agreements that expand and/or modify these rules and regulations. Such provisions, when approved by the Mayor and Aldermen, are in effect during the duration of the agreements. I. Records: The City of Savannah maintains records of each employee's wages and other information as required by the State of Georgia Records Retention Schedule and FLSA. Administration of the Rules and Policies: 1. Exceptions to or interpretation of these rules and policies will be referred to the Human Resources Director and/or City Manager for resolution. The City Manager has the authority to make exception to these policies as deemed necessary. The Human Resources Department identifies exempt and nonexempt employees with appropriate information and assistance from the departments.

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