3.3. SR 08-11-2008Elk REQUEST FOR ACTION
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River
To Item Number
Ci Council 3.3.
Agenda Section Meeting Date Prepared by
Consent August 11, 2008 Lauren Wipper, Human Resource
Re resentative
Item Description Reviewed by
Public Works and Parks Compensatory Time Pay-out Date
Change Reviewed by
Action Requested
Approve changing the date for the pay out of compensatory time for street, equipment services, and
parks division employees to December 31 of each year.
Background/Discussion
Previously, all non-exempt employees who had a compensatory time bank of more than 40 hours were
paid those excess hours at the end of each calendar year. In 2006, the then Street and Parks Department
requested to have their twelve-month year for the carry over of compensatory time changed from the
calendar year to November 1 to October 31. Following City Council discussion, it was decided to
approve the change but to make the pay-out at the end of the quarter -September 30.
Street division employees have requested to change the compensatory time twelve-month period back to
the calendar year. Public Works Director Terry Maurer is in agreement as this will maintain consistency
among all of the Public Works divisions. I would like to request this change be made for all of the then
Street and Parks Department employees which includes the current Street, Equipment Services and Parks
divisions. This will make the pay-out of compensatory time policy consistent for all of the City's
employees.
Financial Impact
None.
Attachments
• Memo from Terry Maurer
• Non-Exempt Compensatory Time Policy
Action Motion by Second by Vote
Follow Up
ver
MEMORANDUM
TO: Lauren Wipper, Human Resources Representative
FROM: Terry Maurer, Public Works Director
DATE: July 29, 2008
SUBJECT: Compensatory Time Payout Date for the Street and Park
Maintenance Divisions
As we discussed previously, I would like to request that the compensatory time payout date
for the Street Division be changed to the end of the year, to be similar to all other divisions
within the Public Works Department. For some reason, the payout time for the Street
Division had previously been changed to the end of the third quarter. I believe it would
make sense to have all divisions within the Public Works Department operating on the same
policy. I have discussed this with the staff of the Street Division, and found consensus
among the employees that they would like to see the date changed back to the end of the
year. I have also discussed this issue with Rodney Schreifels. He would like the same
change made for the Park Maintenance Division for similar reasons. Please let me know if
there is any other information we need to provide in order to have this request moved
forward to the City Council.
cc: Lori Johnson, City Administrator
Rodney Schreifels
S:\PLJBLIC WORKS\Streets Division\2008 other memos\07 29 08 Comp T"une.doc
Timesheets must be received by the Payroll Clerk by 10:00 a.m. on Monday of payroll week for
payment on Friday. Timesheets submitted after the deadline will not be paid until the following
payroll week.
OVERTIME AND COMPENSATORY TIME FOR NON-EXEMPT EMPLOYEES
All employees, in all departments, may be required to work overtime as requested by their
supervisor. Refusal to work overtime when requested may result in disciplinary action.
Supervisors will make reasonable efforts to balance the personal needs of their employees when
assigning overtime work.
All overtime must be authorized in advance by the employee's supervisor. An employee who
works overtime without prior approval may be subject to disciplinary action.
The City complies with applicable state and federal laws governing accrual and use of overtime.
Only employees to .whom the overtime provisions of the State and/or Federal Fair Labor
Standards Act apply are required to be compensated for overtime work. The City Administrator
and Human Resource Representative will determine whether each employee is "exempt" or
"non-exempt" in accordance with federal law.
Overtime eligible (non-exempt) employees will be compensated at the rate of one and one-half
times their base hourly rate for hours worked over 40 in one workweek. However, non-exempt
employees employed in fire protection activities or law enforcement activities may be paid
overtime based on the 7(k) exemption as defined by the Fair Labor Standards Act (29 U.S.C.
§ 207(k)).
Vacation, sick, compensatory, and bereavement leave hours taken during the workweek do not
count toward "hours worked" for purposes of overtime. Holiday time off pursuant to the
Holidays policy below generally will count toward "hours worked" for non-exempt employees.
Emergency call out hours, as determined by the department head, and weekend rotation hours
will be compensated as overtime hours and will be paid at time and one half.
Overtime compensation will be paid for overtime hours, unless the employee and department
head mutually agree in advance of performance of the work that the overtime will be banked as
compensatory time in lieu of receipt of overtime compensation. Employees may request and use
compensatory time off in the same manner as other leave requests. Non-exempt employees who
have requested the use of accrued compensatory time will be permitted to use the compensatory
time within a reasonable period after making the request, if the use of the compensatory time
does not unduly disrupt the operations of the City. All compensatory time must be marked as
such on official timesheets, both when it is earned and when it is taken. Overtime hours not
specified as compensatory time will be paid with overtime compensation. The Finance
Department maintains compensatory time records.
An employee whose activities include public safety, emergency response or seasonal work may
accumulate up to 480 hours of unused compensatory time in a "bank." All other employees may
accumulate up to 240 hours of unused compensatory time in a "bank." In any event, no
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employee may carry over more than forty (40) hours of compensatory time in a bank from one
calendar year to the next. ~°°+ ~r~' D.,..', " ~ter~~e~B~~ern$le~ees~ill ~~
e~i°~'~OEtek~~-te--Sep~~~er ~n °~ *'~° „~~~ Any non-exempt employee who has
accumulated more hours of compensatory time than he or she is permitted to bank will be paid
overtime compensation for all overtime hours of work in excess of the amount permitted to be
banked. Upon termination of employment, non-exempt employees will be paid for all accrued
but unused compensatory time.
Overtime pay for holidays is paid based on the provisions found in the HOLIDAYS section of
this manual.
TIME OFF FOR EXEMPT EMPLOYEES
Exempt employees are exempt from the overtime requirements of the Fair Labor Standards Act
and are expected to work whatever hours are necessary in order to meet the performance
expectations outlined by their supervisors, the City Administrator, and the City Council.
Generally, to meet these expectations, an exempt employee is often required and expected to
work in excess of forty (40) hours per week. Exempt employees do not receive extra pay for the
hours worked over 40 in one work week. For reasons of accountability, exempt employees track
all hours worked, including the hours worked in excess of 40 hours per week. For those
additional hours worked, no .more than eight hours of this banked time may be used in a one
week period. No more than 80 hours of accrued banked time may be carried over beyond
December 31 of each year. The time off for extra hours will not be on aone-for-one basis.
Under no circumstance will accrued banked time be paid to exempt employees.
REPORT OF PERSONNEL CHANGES
The City attempts to maintain complete and accurate personnel information on its employees.
The City complies with laws regarding data privacy. It is important that your permanent
personnel records are kept accurate and up-to-date. You must immediately notify the payroll
department when there is a change in any of the following:
• Name (through marriage or otherwise)
• Address
• Marital status
• Beneficiaries for life insurance and retirement
• Telephone number
• Person to contact in case of emergency
• Other changes which may affect benefits coverage
It is each employee's responsibility to notify the payroll department of changes.
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