5.1 Maintenance of Compensation Plan. The
Board shall maintain a compensation plan for all General County positions. The Plan shall
include for each class a minimum and a maximum rate. The ranges shall reflect the relative
responsibilities of the class, availability of labor, market rates of pay and financial
conditions of the County. The
Director will assist in keeping the Compensation Plan current by conducting periodic
studies of market salary rates and making appropriate recommendations to the Board.
5.2 Administration of Compensation Plan.
Except as otherwise allowed in these rules, or on a case-by-case
basis approved by the Board of Commissioners:
5.2.1 Rates of Pay. Each employee shall be paid within the
salary range for the class in which the employee is employed. Payment above the maximum or
below the minimum in the range can occur in unusual circumstances, with the recommendation
of the Human Resources Director and approval
of the Board. Nothing in these rules shall be construed as a guarantee of, or property
interest in, a minimum number of hours of work per day or month.
5.2.2 Entrance Salary. Normally, an employee will be
appointed at the entrance rate for the class. Department Heads have the authority to make
an appointment above the entrance rate up to and including step 8. All appointments above
step 1 must be supported by documentation from the department head. Step 9 and above hires
will be subject to review by the
Director. The Human Resources Director will document all hires above step 1 and
periodically report this information to the Board of Commissioners. In determining such
requests, the Department Head or the Human Resources Director shall give consideration to
the qualifications of the candidate, availability of applicants and resulting salary
relationship with other similar positions in the labor market. Generally, hiring paperwork
must be submitted to the Human Resources Department five work days in advance of the first
5.2.3 Performance Salary Increases. Performance salary
increases are not automatically granted to employees. After an evaluation of individual
work performance is completed, an employee is eligible for recognition of work performance
through a performance salary increase. Department Heads shall use discretion and process
increases only for those employees who have demonstrated high standards of work
18.104.22.168 Eligibility for Performance Salary Increases. A new
employee appointed to the first step of the salary range may be eligible for advancement
to a higher step of the salary range for the classification after six continuous months of
service where a high standard of performance has been demonstrated in that class. Such
employee may be eligible for further advancement at the conclusion of an additional twelve
months of continuous service. Department Heads may grant up to a three-step increase
within the salary range. Increases of two or three steps must be supported by continuous
exceptional performance and be accompanied by documentation from department head.
Increases of three steps will be subject to review by the
Human Resources Director and periodically
reported to the Board of Commissioners. Department heads are not allowed to overspend the
amount budgeted for merit increases. An employee appointed above the first step of the
salary range will generally serve one year of continuous service before becoming eligible
for advancement to the next higher step.
22.214.171.124 Performance Evaluation Preceding Performance Salary
Increases. Prior to consideration of an employee for a performance salary increase, or
when at top step or on other such occasions which might warrant it, a personnel evaluation
must be completed, a copy of which shall be provided to the employee. Appointing powers
should discuss employee's strong points where normal work standards are met or exceeded
and any weak points where improvement is needed. Such things as quality and quantity of
work, adaptability, work habits, and personal relations should be reviewed.
Degrees of work performance should not be confused with experience
or seniority; experience and seniority alone do not ensure a high standard of work
performance and eligibility for a performance salary increase. If an employee does not
maintain a high standard of work performance, they are not eligible for a performance
The original of the evaluation form is to be maintained in the
employee's departmental personnel file and a copy given to the employee.
126.96.36.199 Performance Appraisal Appeal Rights. An employee
who disagrees with an appraisal shall be given an opportunity by the Department Head to
respond in writing. The appraisal and response may be reviewed by the
Human Resources Director, at the request of the
employee, who may act as a mediator if the appeal appears to merit consideration. If
efforts toward reaching agreement are unsuccessful, no further action may be taken. The
employee's response, together with the written conclusion of the Human Resources Director,
if any, shall be filed with the appraisal form.
Performance appraisals shall not be appealable under Rule 11 because there is no presumed entitlement to any specific
amount of money.
188.8.131.52 Effective Date of Performance Salary Increases.
Performance salary increases will be effective the first day of the pay period in which
the employee becomes eligible. The first day of the month shall be the anniversary date of
an employee whose first day of work is on or before the fifteenth day of the month and the
first day of the following month shall be the anniversary date of an employee whose first
day of work is on or after the sixteenth day of the month.
184.108.40.206 Exceptional Increases. A Department Head may
request the Board to approve an exception to the general rules regarding salary increases
where circumstances warrant such action. Exceptions will be subject to review by the
Human Resources Director and reported
periodically to the Board of Commissioners.
220.127.116.11 Movement to Higher Classification. When promoted or
reclassified upward, an employee may be given an immediate increase to the next higher
rate in the new salary range. An employee placed on the first step in the new range who
received a full step salary increase or greater will have their anniversary date adjusted
to six months from the effective date of the promotion. Employees placed above the entry
step and who receive a full step salary increase will have their anniversary date adjusted
to 12 months from the effective date of the adjustment. When an employee receives less
than a full step salary increase, the anniversary date shall not be adjusted.
5.2.4 Demotion. If an employee is demoted or reclassified
to a class with a lower salary range for reasons which do not reflect discredit on their
employment record, at the discretion of the Department Head, their salary rate may remain
the same unless such action would violate 5.2.1 of this rule. Demotion for cause should
ordinarily result in a corresponding reduction in salary.
5.2.5 Transfer. Normally when an employee is transferred
within the same classification intradepartmentally, their rate of pay remains the same.
The salary rate for an interdepartmental transfer within the same classification is
determined by the Department Head with approval by the Board where required.
5.3 Cost of Performance Increases. Each
Department Head shall include in their annual budget request an amount sufficient to cover
the cost of the performance increases as provided in Rule 5.2.3. The Board will take
appropriate steps to insure that a uniform policy for all departments will be followed
providing funds for performance increases.
5.4 Salary Range Adjustments.
5.4.1 General. The compensation plan for County personnel
shall provide reasonable competitive ranges of pay for each classification of employment.
Following procedures set forth in Rule 4 Classification Plan,
the Board may make adjustments in a salary range or ranges as necessary to attract and
hold competent personnel. Such salary range adjustments are to be distinguished from
service anniversary salary increases as they are not intended to give recognition to
length or quality of service but are to be based solely on prevailing rates of pay for the
various classes of work in the County service. An adjustment in salary range does not, in
and of itself, result in any salary increase for employees whose salary is in that range.
5.5 Overtime Policy. It is the policy of
the County to reduce to a minimum the necessity for overtime work. The Department Head or
designee must approve overtime prior to it actually being worked.
There will be no exceptions to the overtime policy outlined in
this section unless prior approval is received in writing from the Board of Commissioners
and filed in the Human Resources Department.
5.5.1 Definition of Overtime. Overtime shall be considered
as time worked in excess of 40 hours per week. However, compensation shall not be paid
twice for the same hours nor shall the same hours be used twice for computations of
18.104.22.168 Non-exempt Classifications. Overtime hours can be
paid or, at the employee's option with Department Head approval, accumulated at time and
one-half up to a maximum of 40 hours and taken as comp time off. Any hours not taken in
the fiscal year in which they were earned will be paid to the employee with the last
payroll check in June of each year.
22.214.171.124 Exempt Classifications. The Board may exempt
certain positions from overtime pay on the basis of the nature of work or conditions of
employment. The Board's decisions on exempt classifications will be consistent with
applicable federal and state laws, rules and regulations. Classifications listed in the
Pay Plan which are preceded by an asterisk are exempt from any overtime payment.
126.96.36.199 An employee assigned to a position that has been exempted
from overtime under 188.8.131.52 may accumulate compensatory leave on an hour-for-hour basis
for work performed that has been defined as overtime by the department head. This is work
outside their normal schedule that the department head feels is above and beyond what is
normally and routinely expected of that specific position. Maximum accumulation will be
limited to 40 hours.
184.108.40.206 The Board may define certain positions as executive. These
positions do not earn or accrue any overtime compensation. Their salary will be calculated
and paid on a bi-weekly basis. These employees will be required to sign a timesheet
certifying that they are entitled to their bi-weekly salary for that period and to report
any use of paid or unpaid leave.
5.5.2 On-Call. On-call as opposed to subject-to-call occurs
when an employee is required by their department head during non-duty hours to be
available at home, to carry a pager and take calls and, when required, to report to work.
Prior to the establishment of any on-call program, the department head will submit a
written proposal to the
Human Resources Director.
Programs that meet the following criteria can be approved by the Human Resources Director,
provided funds have been budgeted. Proposals that fall outside these guidelines, or where
funds have not been previously budgeted, require approval by the Board of Commissioners
with a recommendation from the Human Resources Director.
220.127.116.11 On-Call Pay. For each full week a non-exempt employee
remains on 24-hour on-call status, the employee shall receive four (4) hours of
compensatory time at the straight-time rate.
18.104.22.168 For purposes of overtime, on-call compensatory time is not
considered hours worked.
22.214.171.124 Call-In Pay. Non-exempt employees called to work outside
their regular shift shall be paid on the basis of two (2) hours minimum call-in pay at the
rate of time and one-half (1-1½) of their regular straight-time rate.
126.96.36.199 For purposes of this rule, extensions of an employee's
regular shift or early call to work contiguous to the employee's normal shift do not fall
under this policy and will be compensated under normal county policy. Compensation shall
not be paid twice for the same hours, nor shall the same hours be used twice in the
computation of overtime.
5.5.3 Holidays. Work performed on holidays listed in Rule 8.3 of these rules which fall within an employee's regular
work schedule shall be considered as time worked and, except for exempt employees, shall
be compensated at one and one-half straight time rate in addition to their regular holiday
pay. If a holiday occurs on a day that an eligible employee normally has off, the employee
shall be entitled to holiday pay. Non-exempt employees shall not work on holidays without
prior approval of their Department Head.
Exempt employees who work on holidays shall be entitled to take
compensatory straight time off subject to the conditions set forth in Rule 188.8.131.52 above.
Eligible part-time employees (those budgeted at .50 FTE or more)
will receive pro-rated holiday benefits in accordance with Rule
8.5.3 based on the method of calculation outlined in the policy memo from Management
& Finance dated 6-30-93.
Part-time employees budgeted at less than .5 FTE, temporary,
emergency hire, and on-call shall be paid only for hours worked on holidays, and shall not
be entitled to holiday pay.
5.6 Timesheets. It is the policy of
Douglas County that timesheets submitted to payroll reflect actual hours worked. All pay
and time records will be on forms approved by the Chief Financial Officer. Any employee who
makes a falsification on a timesheet, or a supervisor who knowingly approves such a
timesheet, is subject to disciplinary action including immediate discharge.