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2.7 ERMUSR 12-08-2020UTILITIES COMMISSION MEETING TO:FROM: ERMU Commission Theresa Slominski - GeneralManager MEETING DATE: AGENDA ITEM NUMBER: December 8, 2020 2.7 SUBJECT: Employee Handbook Policy Changes ACTION REQUESTED: Approve Compensatory Time policyandapprove changes to On-Call Compensation and Vacation policies, effective January 1, 2021. DISCUSSION: Following the employee requests from October 13 at the Wage & Benefits Committee (WBC) open meeting, and commission approval at the November 10 meeting, there is one policy to approve for inclusion in our Employee Handbook, and two policies to update. These policy changes will be approved to be effective 1/1/2021 and will be updated in the next revision of the Employee Handbook. The Compensatory Time policy is a new policy to be added, allowing employees to choose to bank hours of overtime and double time in lieu of being paid time and one half or two times the regular rate of pay. A total of 40 hours may be banked and may not be carried over into the next year, so any unused hours as of December 15 will be paid out at the end of the year. The new policy has been incorporated into the Work Hours and Overtime section 23 of the handbook which will now be the Work Hours, Overtime, and Compensatory Time section 23. The policy and a redline of the previous policy are attached. The current On-Call Compensation is 12 hours at regular rate of pay and this is being increased to 14 hours at regular rate of pay. The revised policy is attached with changes noted in red. The vacation accrual schedule is being changed to earn 22 days in year 16. The vacation table included in the Employee Handbook has been revised and is attached with changes noted in red. ATTACHMENTS: Work Hours, Overtime, and Compensatory Time policy Redline for Work Hours and Overtime policy Revised On-call Pay policy Revised Vacation Accrual Schedule in policy ______________________________________________________________________________ Page 1 of 1 42 23.WORK HOURS, OVERTIME, AND COMPENSATORY TIME(As Amended Effective 1/1/2021) For purposes of timekeeping and overtime calculations, the regular workweek at the Utilities runs from Tuesday through Monday. Non-exempt employees are paid on the basis of hours worked. Exempt employees are paid on a salary basis; their compensation is not based on the number of hours they work. Overtime & Overtime Compensation Overtime is earned and compensated as follows. All non-exempt employees earn overtime for all time worked in excess of forty (40) hours during the workweek (Tuesday Monday). Regular field workers earn overtime for regular work performed in excess of eight (8) hours in a day. Earned overtime will be compensated a rate equivalent toone and one- regular rate of pay; except that time worked on Sundays and designated Holidays will be Generally, overtime compensation is paid directly to the employee on their regular payroll check for the period in which the overtime is earned. Alternatively, for up to 40 hours of earned overtime per year, non-exempt employees may elect to receive and accrue of direct overtime pay. Comp Time is accrued and paid at the same rate as other earned overtime, i.e., at one and a half timesthe regular rateof pay; or two times the regular rate for time worked on Sundays or designated holidays. Receipt and Use of Comp Time is explained in more detail below. Note. Further, if a field workeruses sick or vacation time during the regular eight hour day, this will not affect the earning of overtime for those hours worked in excess of the regular work day. Also, when a field worker is mandated to start work prior to the normal scheduled work day, the hours worked outside of the regular scheduled workday will be paid at a rate of one and one-half ular rate for time worked on Sundays or designated holidays; orthe employee may elect to accrue Comp Time for the earned overtime as described below. The eight hour and double time provisions above do not apply to travel and training time spent away from the regular workplace, but the forty hour overtime pay provision does apply in all cases where an employee is engaged in activity related to and/or required in connection with his or her Utilities employment. Exempt employees are salaried and do not earn or receive overtime or, in turn, Comp Time. 43 Compensatory Time is paid time off for earned overtime in lieu of direct pay. Comp Time is accrued at the rate of one and one-half hours (or, two hours for overtime earned for work on Sundays or designated holidays)for each hour of overtime earned. Comp Time may be accrued and taken in lieu of direct overtime pay in accordance with the following rules. When an employee earns overtime they may elect to accrueComp Timein lieu of direct payfor the overtime. Accrual of Comp Time is subject to a cap of 40 hours per calendar year.Once an employee has accrued40hours of Comp Time in a calendar year, no further Comp Time may accrue in that calendar year, even if the employee has used some or all of the 40 hours previously accrued. Once the 40 hour cap is reached, all further earned overtime will be paiddirectly on the paycheck for the period in which it is earned. When an employee elects Comp Time they will not receive any pay for the hour of overtime worked on their paycheck for the period in which the overtime is earned. Instead, the employee will accrue one and a half hours (or,two hours for overtime earned for work on Sundays or designated holidays)of Comp Time to be used at the Under no circumstances will Comp Time ever be forfeited. Accrued Comp Time that has not been used by December 15 will be paid out in full on the last payroll check of the calendar year. Under no circumstances will Comp Time carry over to a following calendar year. In order to elect to accrue Comp Time in lieu of receiving direct overtime pay in the current payroll period, an employee must mark their ti indicating the number of earned overtime hours they wish to accrue as Comp Time in lieu of direct overtime pay. In order to use Comp Time, Employees are to follow the same procedures as apply to other paid time off and leave requests, including making specific arrangements with their supervisor. Use of Comp Time is subject at all times to the operating needs of the Utilities. If at the time an employee separates from employment with the Utilities they have accrued unused Comp Time, all such Comp Time will be paid out at the hourly pay rate the employee is earning at the time of separation. GP:4828-1345-3267 v3 12/02/20 44 23.WORK HOURS AND,OVERTIME, AND COMPENSATORY TIME (As Amended Effective 1/1/2021) For purposes of timekeeping and overtime calculations, the regular workweek at the Utilities runs from Tuesday through Monday. Non-exempt employees are paid on the basis of hours worked. Exempt employees are paid on a salary basis; their compensation is not based on the number of hours they work. Overtime & Overtime Compensation Overtime is earned and compensated as follows. All non-exempt employees will be paidearn overtimefortheiralltime worked in excess of forty (40) hours during the workweek (Tuesday Monday)at a rate of. Regular field workers earn overtimefor regular work performed in excess of eight (8) hours in a day. Earned overtime will be compensated a rate equivalent toone and one- regular rate of pay; except that time worked on Sundays and designated Holidays will be . Generally, overtime compensation is paid directly to the employee on their regular payroll check for the period in which the overtime is earned. In addition, regular field workers will be paidfor regular work performed in excess of eight (8) hours in a dayat a rate of one and one-Alternatively, for up to 40 hours of earned overtime per year, non- in lieu of direct overtime pay. Comp Time is accrued and paid at the same rate as other earned overtime, i.e., at one and a . ; or two times the regular rate for time worked on Sundays or designated holidays. Receipt and Use of Comp Time is explained in more detail below. Note. Further, if a field worker uses sick or vacation time during the regular eight hour day, this will not affect the applicationearningof overtimeratefor those hours worked in excess of the regular work day. Also, when a field worker is mandated to start work prior to the normal scheduled work day, the hours worked outside of the regular scheduled workday will be paid at a rate of one and one-.Two; or twotimes a non-exempt theregular rate will be paid for time worked on Sundays andordesignated Holidays. holidays; or the employee may elect to accrue Comp Time for the earned overtime as described below. The eight hour and double time provisions above do not apply to travel and training time spent away from the regular workplace, but the forty hour overtime pay provision does apply in all cases where an employee is engaged in activity related to and/or required in connection with his or her Utilities employment. 45 Exempt employees are salaried and do not earn or receive overtimeor, in turn, Comp Time. Compensatory Time is paid time off for earned overtime in lieu of direct pay. Comp Time is accrued at the rate of one and one-half hours (or, two hours for overtime earned for work on Sundays or designated holidays) for each hour of overtime earned. Comp Time may be accrued and taken in lieu of direct overtime pay in accordance with the following rules. When an employee earns overtimethey may elect to accrue Comp Time in lieu of direct pay for the overtime. Accrual of Comp Time is subject to a cap of 40 hours per calendar year. Once an employee has accrued 40 hours of Comp Time in a calendar year, no further Comp Time may accrue in that calendar year, even if the employee has used some or all of the 40 hours previously accrued. Once the 40 hour cap is reached, all further earned overtime will be paid directly on the paycheck for the period in which it is earned. When an employee elects Comp Time they will not receive any pay for the hour of overtime worked on their paycheck for the period in which the overtime is earned. Instead, the employee will accrue one and a half hours (or, two hours for overtime earned for work on Sundays or designated holidays) of Comp Time to be used at the Under no circumstances will Comp Time ever be forfeited. Accrued Comp Time that has not been used by December 15 will be paid out in full on the last payroll check of the calendar year. Under no circumstances will Comp Time carry over to a following calendar year. In order to elect to accrue Comp Time in lieu of receiving direct overtime pay in the current payroll period, an employ indicating the number of earned overtime hours they wish to accrue as Comp Time in lieu of direct overtime pay. In order to use Comp Time, Employees are to follow the same procedures as apply to other paid time off and leave requests, including making specific arrangements with their supervisor. Use of Comp Time is subject at all times to the operating needs of the Utilities. If at the time an employee separates from employment with the Utilities they have accrued unused Comp Time, all such Comp Time will be paid out at the hourly pay rate the employee is earning at the time of separation. GP:4828-1345-3267 v3 12/02/20 46 47 Document comparison by Workshare 9.5 on Wednesday, December 2, 2020 3:20:50 PM Input: Document 1 IDnetdocuments://4826-1402-7475/1 FOR REDLINING POLICY 23 WORK HOURS AND Description OVERTIME Document 2 IDnetdocuments://4828-1345-3267/3 AMENDED POLICY 23 WORK HOURS, OVERTIME, Description AND COMPENSATORY TIME Rendering setGPM Standard Legend: LƓƭĻƩƷźƚƓ 5ĻƌĻƷźƚƓ aƚǝĻķ ŅƩƚƒ aƚǝĻķ Ʒƚ {ƷǤƌĻ ĭŷğƓŭĻ CƚƩƒğƷ ĭŷğƓŭĻ aƚǝĻķ ķĻƌĻƷźƚƓ Inserted cell Deleted cell Moved cell Split/Merged cell Padding cell Statistics: Count Insertions42 Deletions15 Moved from1 Moved to1 Style change0 Format changed0 Total changes59 48 Compensation for On-Call Time.Time spent on-call by regular field workers is not working time. In recognition of this on-call service, however, nominal compensation is paid. WeeklyCompensation for Workers in an On-Call Rotation. For workers in a regular on-call rotation, compensation of fourteen (14) one (1) week block of on-call service. This compensation covers all time spent on call during the on call week, including phone or other remote triage work as to which there is no call out. Pro Rata Compensation for Workers Performing Back-Up On-Call Service. Workers not in a regular on-call rotation may be designated and required to serve on-call on a back-up basis. Such workers who serve on-call for less than a full week at a time will be compensated for their on-call service on a pro rata basis for each day of on-call service, at the daily rate of 1/7 of 14 base rate of pay. Workers not in a regular on-call rotation who serve on call, upon designation, for a full week will receive compensation on the same basis as do workers who are in an on-call rotation. 49 All regular full-time employees shall accrue vacation according to the following schedule: Years of Service to Accrual Rate Accrued Per Utilities Since Most Per YearPay Period Recent Date of Hire 03 years10 days3.08 hours per pay period 4 years 12 days3.69 hours per pay period 5 years13 days4.0 hours per pay period 6-9 years15 days4.62 hours per pay period 10 years16 days4.92 hours per pay period 11 years17 days5.23 hours per pay period 12 years18 days5.54 hours per pay period 13 years19 days5.85 hours per pay period 14-15years20 days6.15 hours per pay period 16-18 years22 days6.77 hours per pay period 19 + years25 days7.69 hours per pay period 50