Policy 210 HOURS OF WORK AND PAYDAYS I. PURPOSE To comply with federal, state, and local laws and provide the employee with a reliable and responsible system.
II. SCOPE This policy applies to all City employees.
III. POLICY The City shall establish the hours of employment in the City's basic workweek and establish pay periods and paydays to administer the payment of wages, salaries and overtime.
IV. PROCEDURE A. Hours of Work The working time per week for full-time employees shall be 30 to 40 hours with special provisions made in departments that require additional hours to meet existing conditions or emergencies. The work period for firefighters is nine (9) twenty-four (24) hour shifts in a 27-day period. The work period for policemen is twenty (20) eight (8) hour shifts in a 28 day period. B. Business hours Regular business hours are Monday through Friday from 7:30 a.m. through 5:00 p.m. The City Manager shall approve the business hours for departments that do not operate during regular business hours. C. Work week For pay purposes, the work week begins at 12:00 a.m. on Thursday and ends at 11:59 p.m. the following Wednesday. D. Pay Period The pay period shall be bi-weekly with generally twenty-six pay periods per year. Every other Friday shall be payday, to include the preceding pay period having ended on the previous Wednesday at 11:59 p.m. E. Rest Periods (Breaks) As scheduled by the immediate supervisor, an employee may take two fifteen minute (15 minute) rest periods each work day. Such rest periods shall be considered a privilege and not a right, and shall be taken at the location where the employee is located at the time of the rest period. An employee shall not leave a job site to return to his or her warehouse or office to take the 15 minute rest period, then return to the job site. The rest period shall be taken at the job site, or in close proximity to the job site, so as to not exceed 15 minutes. Employees who choose to continue working and not take a 15 minute rest break are not entitled to arrive later than the scheduled starting time or leave before the normal quitting time and will not receive extra pay for the time worked. Under normal conditions, employees are not allowed to combine the two rest periods and take one 30 minute break per day. F. Lunch Period Each employee will take a lunch period each day. The time for lunch each day shall be for thirty minutes or one hour as set by each department. An employee who is unable to take a lunch period must report this to his/her supervisor and must be reported on that day's time card. Overtime at lunch requires supervisor approval. G. Early Pay Check An employee who wishes to receive his/her payroll check earlier than a scheduled pay date must have an emergency situation and receive written approval from his/her Department Head with a recommendation to the City Manager for final approval. An emergency situation shall include, but not be limited to, situations described in, Sickness or Death in Immediate Family and Unclassified Personal Emergencies with the Approval of the Department Head. H. Employee Time Card Reporting of Hours Worked 1. Each superintendent is required to furnish the Payroll Department an accurate payroll report reflecting the pay status for each day of the pay period. 2. Each employee shall be responsible for the accuracy of his/her own time card. The employee's initials are required to be on each time card acknowledging that the hours worked as shown are correct. Time cards are to be reviewed and signed by a superintendent.
I. Paychecks Employee paychecks reflect the immediate past pay period.
Policy 211 STANDBY PAY I. PURPOSE To establish a procedure for compensating standby personnel, to encourage their accountability and reliability.
II. SCOPE This policy applies to non-exempt employees.
III. POLICY The City will compensate employees who are required by the City to respond to a call for service which is received after normal working hours within a required response time, as required by each department.
IV. DEFINITIONS Standby Period. A period of seven days during which particular employees are scheduled and operating as standby personnel.
V. PROCEDURE A. Scheduling 1. The City Manager will have the primary responsibility for defining those particular job functions that should be operating under this procedure, and the personnel who shall be operating as standby personnel during each standby period. 2. Standby personnel may trade scheduled standby time with other employees only with prior approval of their superintendent or Department Head.
B. Responsibilities 1. Standby personnel shall wear a digital pager or cellular phone for City communication purposes during the entire standby period. 2. Standby personnel shall respond, once paged, within the established response time for their division. 3. Standby personnel shall notify the dispatching entity of their arrival at the location.
C. Compensation 1. For each standby period, standby personnel will be compensated for a minimum of eight hours of pay at 1½ their regular rate of pay, in addition to their regular 40 hours of pay at the regular rate. 2. If standby personnel are “called out” during a standby period, they will be compensated in accordance with overtime for the hours worked during the “call out,” with the clock starting at the time of the call-out, if the employee is in a city vehicle. If the employee is in a private vehicle, the clock starts when they arrive at the warehouse and clock in.
Policy 212 TRAVEL TIME I. PURPOSE To establish guidelines for compensable travel time and to adhere to all applicable laws.
II. SCOPE This policy applies to all non-exempt employees.
III. POLICY The City will compensate travel time based on the rules outlined by the FLSA (Fair Labor Standards Act). Where previously agreed in writing, employees may be compensated beyond FLSA guidelines with City Manager approval.
IV. DEFINITIONS A. FLSA states: 1. Travel must be job related. 2. On one day assignments out of town (outside the Fredericksburg area) where an employee does not spend the night, all travel time is compensable.
B. Training In order to compensate travel to attend a training, the training must be approved by the superintendent of the employee’s current department.
V. PROCEDURES A. Fill out a pre-approval travel form prior to travel, if an overnight stay is required. B. Indicate on the time card why the travel is necessary. C. Initial, date, and have superintendent approve compensated travel time on time card.
Policy 220 OVERTIME: NON-EXEMPT EMPLOYEES I. PURPOSE To provide guidelines to administer overtime/compensatory pay to manage time and fiscal resources and comply with applicable federal and state wage and hour regulations ensuring an attractive and fair work environment.
II. SCOPE This policy applies to non-exempt employees.
III. POLICY Hours compensated at the overtime rate shall be defined as the hours actually worked in excess of forty hours in a work week (See HOURS OF WORK AND PAYDAYS #210), and does not consider benefit hours (i.e., vacation, sick, or personal) or compensatory time taken within the work week or work cycle as a basis for calculating the actual hours worked. Legally, the City is not bound to include benefit hours and overtime during the same pay period. However, as an added benefit to our employees, the City currently allows employees to include benefit hours and overtime hours during the same pay period.
IV PROCEDURES A. Authorization All overtime must be authorized and approved in advance by the superintendent. An employee may be required to work overtime to meet the operational needs of the City. Overtime required to meet the operational needs of the City shall be allocated as evenly as possible among all employees qualified to do the job. B. Compensation Authorized overtime shall be compensated at the rate of one and one-half times the regular rate of pay. C. Compensatory Time Compensation time carried from one pay period to future pay periods must be approved by the City Manager. There will be no compensatory time, except by special arrangement through the City Manager. D. Call Out Time Call Out Time is time worked in situations of emergencies when a staff person is called in to work from a scheduled "standby" status or is called in to work in situations of emergencies on an unscheduled basis. Compensation for call out time is on a time and one-half basis. E. Holiday Work Employees required to work on a City holiday will be compensated at one and one-half times their regular hourly rate for hours worked.
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