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Home My WebLink About1996-112 Policy - Employee Pay.(40x a `{+OF ASH ??`` o V ?O ?OREGO V o: rom: ,Memorandum June 28, 1996 All Departments Janice Alderman, Personnel via Brian Almquist, City Administrator SaWer#: Policy & Pay for Regular, Part-Time, Unrepresented Employees Currently, city employees who are unrepresented by a bargaining unit and are working regular part-time (not temporary) do not have a comprehensive pay scale and step-increase program nor policy on holidays, vacations and benefits. Attached are pay scales and policy for this group of employees based on studies of precedents set with regard to benefits already being received by employees, pay histories, current pay rates of regular and temporary employees, and bargaining unit contracts. It is effective 7/1/96. Incumbent employees will be moved to an equal or greater step on the new pay range; step- increases will occur on employee anniversary dates. Appr City of Ashland Policy for Regular, Part-Time, Non-Union Employees July 1, 1996 Classification: A regular part-time employee is one whose regular work week is not limited at time of hire by a stated term or for a specific project. Regular part-time employees cumulative work hours shall not exceed thirty hours per week, except relief for a regular employee who is expected to return (i.e. vacation, sick leave, etc.) or unless hours are extended by mutual agreement. Compensation: Regular part-time employees shall be compensated in accordance with the wage schedule for their job classification. Provided, however, that vacation and sick leave accrual will occur based on their equivalent number of hours worked rather than on calendar months or years. Employees shall also receive Cost of Living Adjustments (COLA) in accordance with those received by other city bargaining units. Continuous Service: Continuous service for the purpose of accumulating vacation and sick leave credit, shall be based on the regular paid hours worked by the employee. Time spent by the employee on City- authorized/City-paid leave shall be included as continuous service. Time spent on unpaid leave shall not be counted as service, provided that employees returning from such leave and employees on layoff status shall be entitled to credit for service prior to the leave or layoff. Probationary Period: The probationary period is an integral part of the employee selection process and provides the City with the opportunity to upgrade and improve the department by observing a new employee's work, training, aiding new employees in adjustment to their positions, and by providing an opportunity to reject any employee whose work performance fails to meet required work standards. Every new employee shall serve a probationary period of twelve full months after which the employee shall be considered a regular part-time employee. The completion of probationary period for part-time employees will occur based on calendar months or years. Benefits: Regular part-time employees who work less than 20 hours per week shall accrue and be allowed vacation and sick leave with pay on a pro-rated schedule. This schedule shall be based on their hours worked using the hourly equivalent accrual rate which follows in this policy. Partial pro-rated holiday pay shall be paid only if the holiday occurs during their normally scheduled hours, and these employees shall not be eligible for medical, vision, dental or life insurance. Regular part-time employees who work more than 20 hours per week shall accrue and be allowed vacation and sick leave with pay on a pro-rated schedule. This schedule shall be based on their hours worked using the hourly equivalent accrual rate which follows in this policy. Partial pro-rated holiday pay shall be paid only if the holiday occurs during their normally scheduled hours, and premiums for the employee only shall be paid by the City for medical, vision, dental and life insurance. Employees in this classification shall also be eligible for the City Deferred Compensation matching program after completing six months of service. Vacations: Regular part-time employees shall be eligible for pro-rated vacation with pay in accordance with the following, based on calendar months or years. (i.e. an employee working 82 hours per month [48% of a regular 173.33 hour month] shall be eligible for 48% of the monthly accrual: At 6.67 hours per month accrual, that would be 3.20 hrs. per month.) Employees with less than five full years of continuous service shall accrue 6.67 hours of vacation for each month of service worked. (80 hours maximum accrual). Employees with more than five but less than ten full years of continuous service shall accrue 8 hours of vacation for each month of service worked. (96 hours maximum accrual). Employees with more than ten but less than fifteen full years of continuous service shall accrue 10 hours of vacation for each month of service worked. (120 hours maximum accrual.) Employees with more than fifteen but less than twenty full years of continuous service shall accrue 12 hours of vacation for each month of service worked. (144 hours maximum accrual). Employees with more than twenty full years of continuous service shall accrue 13.33 hours of vacation credit for each month of service worked. (160 hours maximum accrual) Utilization: Vacation leave taken shall not be in excess of that actually accrued at the time it is taken, and in no case, may it be taken by a new employee prior to completion of six months satisfactory performance. f Accrual Limitations: Vacation time must be taken by an employee within twelve months of accrual, or such vacation shall be deemed forfeited. An employee who is about to lose vacation credit because of accrual limitations may, by notifying the supervisor fifteen days in advance, absent himself or herself to prevent the loss of this vacation time. Employees who absent themselves under the provisions of this section shall not be subject to disciplinary action or loss of pay. No payments shall be made for vacation time lost by an employee because of accrual limitations, unless failure to take vacation is caused by the City's insistence that the employee be at work during a scheduled vacation period. Payment on Termination: In the event of death or termination of an employee during the initial twelve months of employment, no payment in lieu of vacation shall be made. In the event of death or termination of employment after an employee has served for twelve continuous months, and is otherwise eligible for vacation credits, the employee shall be entitled to payment for accrued vacation leave at the rate as of the date of eligibility. In the event of death, earned but unused vacation leave shall be paid in the same manner as salary due the deceased employee is paid. Sick Leave: Sick leave .is provided for the sole purpose of providing financial security to employees and their families. Under no circumstances shall the City grant an employee sick leave with pay for time off from City employment caused by sickness or injury resulting from employment other than with the City of Ashland. Accumulation: Regular part-time employees shall be eligible for pro-rated sick leave, earned for the purposes stated herein, at the rate of 8 hours for each full calendar month of service. (i.e. an employee working 82 hours per month [48% of a regular 173.33 hour month] shall be eligible for 48% of the monthly accrual: 3.84 hours per month.) Utilization: Employees may utilize sick leave when unable to perform their work by reason of illness or injury. In such event, the employee shall notify the department head or other supervisor of absence due to illness or injury, and the nature and expected length thereof, as soon as possible prior to the beginning of the scheduled regular work shift, unless unable to do so because of the serious nature of injury or illness. A physician's statement of the nature and identity of the need for the employee's absence and the estimated duration of the absence, may be required at the option of the City for absences of over two days prior to the payment of any sick benefits or prior to allowing the employee to return to work. When the employee must be away from the job because of illness in the immediate family, such time off may be granted by the department head on a day to day basis, and charged against sick leave time on an hourly basis. If the absence becomes prolonged, such time off may be charged against accumulated vacation. Employees must keep their department head informed as to their status to qualify under this provision. Termination: Sick leave is provided by the City in the nature of insurance against loss of income due to illness or injury. No compensation for accrued sick leave shall be provided for any employee upon the employee's death or termination of employment for whatever reason. Sick leave shall not accrue during any period of leave of absence without pay. Appendix A 1996-97 Pay Ranges Bailiff Step A (First 6 months) Step B (Next 12 months) Step C (Next 12 months) Step D (Next 12 months) Thereafter Hourly - 6.92 - 7.31 - 7.74 - 8.23 - 8.70 Senior Center Specialist (Includes Information & Referral Specialist, Outreach Specialist and Transportation Specialist classifications) Hourly Step A (First 6 months) - 9.12 Step B (Next 12 months) - 9.57 Step C (Next 12 months) - 10.04 Step D (Next 12 months) - 10.24 (This pay range is based on 5% between steps as in the IBEW contract) Community Service Volunteer Coordinator Hourly Step A (First 6 months) - 14.89 Step B (Next 12 months) - 15.50 Step C (Next 12 months) - 16.39 Step D (Next 12 months) - 16.80 Risk Management Analyst Step A (First 6 months) - 19.19 Step B (Next 12 months) - 19.96 Step C (Next 12 months) - 20.75 Step D (Next 12 months) - 21.20 (This pay range is based on the Computer Services Manager - Management & Confidential pay range) Parkins Control Officer Step A (First 6 months) - 8.77 Step B (Next 12 months) - 9.30 Step C (Next 12 months) - 9.85 Step D (Next 12 months) - 10.45 Step E (Next 12 months) - 11.10 (This pay range is the range for Parking Officer - Teamster contract. Employees working less than 20 hours per week are not covered by the Teamster contract and so would be covered under this agreement.)