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 Human Resources 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.
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 4. All appointments above step 1 must be supported by documentation from the department head. Step 5 and above hires will be subject to review by the Human Resources 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 day worked.
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 performance.
188.8.131.52 Eligibility for Performance Salary Increases. A new full-time equivalent 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. Increases of more than one-step will be subject to review by the Human Resources Director, the Management & Finance Chief Financial Officer and approved by the Board of Commissioners. The criteria for evaluating requests for increases of more than one-step is found in section 184.108.40.206 of these rules. 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.
220.127.116.11 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.
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 increase.
original of the evaluation form is to be maintained in the employee's
departmental personnel file and a copy given to the employee and the Human
18.104.22.168 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.
22.214.171.124 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.
126.96.36.199 Exceptional Increases. A Department Head may request the Board 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, the Management and Finance Chief Financial Officer and approved by Board of Commissioners. Departments will need to provide in their requests supporting documentation of exceptional performance by the employee; demonstration that their budget can support the requested increase; and demonstration there is a likely adverse operational impact to the Department if they are not granted the exception.
188.8.131.52 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
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 or the same salary range 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
5.5 Overtime Policy. It is the policy of
Douglas 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.
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. As described in Personnel rule 8.1
(Hours of Work), vacation leave, sick leave, holidays and compensatory time
taken are not considered "hours worked" for purposes of determining whether an
exempt or non-exempt employee has worked sufficient hours to be eligible for
overtime compensation consideration. Compensation shall not be paid
twice for the same hours nor shall the same hours be used twice for computations
see memorandum: Overtime /
Personnel Rule 5.5.1 Definition of Overtime
184.108.40.206 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.
220.127.116.11 Exempt Classifications. The Board may exempt certain positions
from overtime pay on the basis of the nature of work and/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
An employee assigned to a position that has been exempted from overtime
under 18.104.22.168 has no legal entitlement to receive more than 40 hours of
compensation within a work week, except as allowed by these Rules. An
exempt employee who meets the overtime eligibility criterion contained in 5.5.1
(Definition of Overtime), may be eligible to accumulate compensatory leave on an hour-for-hour basis for
work performed that has been identified and pre-approved as overtime by the department head. This
overtime work is work outside the exempt employee's normal schedule that the department head feels is above
and beyond what is normally and routinely expected of that specific position.
Department Heads are expected to ensure that any compensatory time that is
accrued is the result of a legitimate business need and not the result of
personal work habits or personal work preferences of the particular employee.
Maximum accumulation of compensatory time for
exempt employees will be limited to 40 hours.
Executive Salaried Positions. The Board may define certain positions,
e.g., appointed department heads, as executive salaried meaning that the positions do
not earn or accrue any overtime compensation.
Salaries for Board-defined Executive Salaried
positions 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
22.214.171.124 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.
126.96.36.199 For purposes of overtime, on-call compensatory time is not considered
188.8.131.52 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 (1-1/2) of their regular
184.108.40.206 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.
employees who are required and pre-approved by the department head to work on holidays shall be entitled to take compensatory straight
time off subject to the conditions set forth in Rule 220.127.116.11 above. (See
also 8.6, Holiday Work.)
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.
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
5.6 Recording and Payment for Work and Non-Work Time:
5.6.1. It is the policy of Douglas County that timesheets accurately reflect all hours associated with an employee’s employment. All pay and time records will be on forms approved by the Chief Financial Officer. It is the policy and practice of Douglas County to accurately compensate employees and to do so in compliance with all applicable state and federal laws. Douglas County is a public employer whose policies and practices are established pursuant to principles of public accountability. The County’s public accountability pay system requires us to make deductions when an employee is absent from work. To ensure that employees are paid properly for all time worked and that no improper deductions are made, employees are required to correctly record total hours on their timesheets. For purposes of this section, ‘total hours’ means the correct designation of an employee’s timesheet (i.e., regular hours worked, vacation, holiday, overtime, unpaid leave, etc.) as it relates to their employment status (exempt, non-exempt, part-time, full time, etc.).
18.104.22.168 Non-Exempt employees.
A non-exempt employee is eligible for overtime pay as set forth in Personnel Rule 5.5. An accurate record of the total hours must be recorded on an employee’s timesheet. Each employee must sign his or her timesheet to verify that the reported hours worked are complete and accurate and that there is no unrecorded or ‘off-the-clock’ work time. Additionally, time sheets must be signed by either the employee’s supervisor, Department Head, or authorized designee.
22.214.171.124 Exempt employees.
An Exempt employee, as defined in Personnel Rule 126.96.36.199, is required to accurately record all total hours on their timesheet, and must sign his or her timesheet to verify that the reported hours worked are complete and accurate and that there is no unrecorded ‘off-the-clock’ work time. Pursuant to the County’s policy and practice of public accountability, partial day deductions may be imposed as allowed by state and/or federal law after all accrued leave balances have been exhausted. Additionally, time sheets must be signed by either the employee’s supervisor, Department Head, or authorized designee.
188.8.131.52 Any employee who makes a falsification on a timesheet is subject to disciplinary action up to and including immediate discharge. If an employee’s reported hours changes between the time they turn in their timesheet and when bi-weekly payroll closes, a timesheet adjustment form must be submitted in the following pay period.
5.6.2. Reporting Inaccuracies and Violations. Employees should review their bi-weekly paystubs promptly and must report any errors or inaccuracies to your supervisor, department head or Management & Finance. Douglas County will promptly investigate and take any corrective action that is necessary. Douglas County will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the investigation of such reports. Any form of retaliation is unacceptable, in violation of this policy, and will result in disciplinary action, up to and including discharge.