Williamson County Compensation Policy. Effective October 1, 2012 and Amended June 25, XX, I. Employee Value Proposition

Transcription

1 I. Emplyee Value Prpsitin Williamsn Cunty Cmpensatin Plicy Effective Octber 1, 2012 and Amended June 25, XX, 2013 This cmpensatin plicy prvides a plan and prcess that is cnsistent, predictable and flexible. It allws each Elected Official, Appinted Official and Senir Directr t reward emplyees based upn jb perfrmance and dynamically lead their emplyees in accrdance with ur Missin Statement. II. Classificatin and Cmpensatin Plan Purpse Prvide an rganized psitin cntrl structure and unifrm classificatin system t meet the gals and respnsibilities f the Cunty and the needs f the Cunty wrkfrce. Under the prvisins f this plicy, Elected Officials, Appinted Officials, and Sr. Directrs are affrded the freedm t manage and rganize their departments within the fiscal framewrk apprved by the Cmmissiner s Curt. Three funding methds fr rewarding, retaining, and recruiting emplyees are included: Retentin and Recruiting Pay Budgeted Salary Funds Adjustment Minr Rerganizatin This plicy applies t all departments including thse under appinted fficials. III. Salary Schedules Williamsn Cunty has three salary schedules that cver all classified psitins. Belw are the Salary Schedules and listing f psitins classified n each schedule: Schedule A Elected fficials (per Texas Lcal Gvernment Cde statute), appinted fficials (Animal Services Directr, Budget Officer, Cunty Auditr, Electins Administratr, Juvenile Services Directr, Purchasing Agent, Veterans Service Officer) and senir directrs (Emergency Services, Human Resurces, Infrastructure, Parks and Recreatin, Technlgy Services). Schedule P Peace Officer Tenure Scale psitins law enfrcement and crrectins psitins in any cunty ffice. Schedule B All full-time psitins nt included n Schedules A r P. 1

2 IV. Respnsibilities f the Cmmissiners Curt Under the authrity prvided by the Texas Lcal Gvernment Cde t set the annual budget fr each Cunty department, the Cmmissiners Curt apprves the salary budget and the number f full-time equivalent psitins assigned t an individual Cunty department. The Cmmissiners Curt s gal is t ensure that the ttal cmpensatin prgram is structured fr cnsistency and equity. VII. Cmpensatin Plicy Definitins Budgeted Salary Adjustment A jb related salary adjustment is an adjustment f the Curt apprved budgeted salary funds within a department s salary line items (full-time and part-time nly) and prvides: an increase r decrease in hurly rate r salary assigned t a filled r vacant psitin an increase r decrease within the current pay grade assigned t a filled r vacant psitin by the Elected Official, Appinted Official r Senir Directr and nt requiring apprval f the Cmmissiner s Curt n change t the assigned, budgeted psitin number in Oracle an adjustment that may be made t a filled r vacant full-time r a part-time psitin Jb Family a jb family is: a grup f similar jbs cnsists f ascending levels that are separated by increased pay grades and increased essential duties, knwledge, skills and abilities Example Jb Family: Office / Department / Divisin - HR Generalist I Grade 25 HR Generalist II Grade 26 HR Generalist III Grade 27 HR Generalist IV Grade 28 Offices an ffice is under the directin f an Elected r Appinted Official Departments a department is under the directin f a Senir Directr Divisins a subdivisin f an ffice r department which is defined fr fund accunting and/r reprting purpses. Nt all ffices r departments have divisins. 2

3 Pay Grade a pay grade is: a lettered/numbered grade within a salary schedule. assigned a minimum/midpint/maximum hurly range / salary range fr Schedules A and B assigned a specific number f steps that crrelate t specific hurly/salary rates fr Schedule P Prmtin A prmtin is: recgnitin f increased jb respnsibilities and specific jb related skills an increase in grss pay assigned t an emplyee an increase in pay grade assigned t an emplyee still within the specifically defined jb family fr the emplyee s current assignment awarded by the Elected Official, Appinted Official r Senir Directr using retentin and recruiting funds and nt requiring apprval f the Cmmissiner s Curt nt an applicable definitin when a current emplyee is hired int a different psitin utside f current jb family r elected ffice r divisin f a department VIII. Hiring Guidelines fr Cmpensatin Salary Schedule A (Except Elected Officials) and Salary Schedule B When advertising t fill a vacant psitin: A vacant psitin may be advertised using a salary range up t the lesser f the currently funded amunt fr the psitin r 80% f the assigned grade salary range fr the psitin.. The elected fficial, appinted fficial r senir directr must pre-certify t the Human Resurces department that the maximum salary psted will nt exceed the annual salary budget fr the department. When making decisins regarding jb ffers, hiring supervisrs shuld take experience f bth applicants and current emplyees in similar psitins int accunt when ffering initial salaries t ensure internal equity amng psitins Prir t making a jb ffer, the elected fficial, appinted fficial r senir directr must request that the Budget Office apprve a request t mve Budgeted Salary Funds r Retentin and Recruiting Pay fr a new hire that exceeds the currently funded amunt fr the psitin. 3

4 IX. Retentin and Recruiting Pay Guidelines Salary Schedule A (Except Elected Officials) and Salary Schedule B Retentin and Recruiting Pay may be used t reward and retain current emplyees. Retentin and Recruiting Pay may als be used t recruit new emplyees int vacant psitins when the currently budgeted amunt fr the psitin is belw the negtiated jb ffer amunt. The jb ffer amunt must still be within the pay grade assigned t the psitin. A request fr apprval f retentin and recruiting pay allcatin has tw (2) steps and apprval levels. Offices and Departments shuld allw twenty (20) business days frm the initial date f submissin until final apprval f a requested retentin and recruiting pay request. Merit awards prmtins and recruiting pay may be issued by the elected fficial, appinted fficial r senir directr, if funds are available in the department s Retentin and Recruiting Pay line item. Any merit awards prmtins and recruiting pay must be requested by the Department t the Budget Office. All merit awards,prmtins and recruiting pay prcessed during the fiscal year will be reprted t the Cmmissiner s Curt via peridic and Year-t-Date (YTD) summary reprts prvided by the Budget Office. A new hire r a current emplyee changing assignment may nly be granted a merit award after three (3) mnths f emplyment r re-assignment in a nn-exempt psitin and after six (6) mnths in an exempt psitin. The maximum award increase fr an individual emplyee in a fiscal year is: Merit f 5% f current salary Prmtin f 10% f current salary A merit award and prmtin may ccur in the same fiscal year if a significant jb related certificatin r a jb related prfessinal license has been acquired during the review perid. N merit award r prmtin will be awarded if the certificatin r license is a certificatin r license listed as ne f the minimum requirements fr the individual s assigned jb. A merit award r prmtin may be awarded separately r cncurrently. Emplyees funded frm mre than ne accunting fund may receive a prtin r all f a merit award r prmtin frm ne r mre f the funds as lng as they d nt crss frm the General Fund t the Rad and Bridge Fund and vice versa. The maximum salary increase r decrease fr an assignment change and fr recruiting a new hire is nt defined herein and is limited by the assigned salary grade fr the psitin as well as the Elected Official s, Appinted Official s r Senir Directr s determinatin with regard t equity f ther emplyees in the same r similar psitin(s) within the department. Any retentin and recruiting funds remaining in a departmental budget will nt be frfeited at the end f the fiscal year. These funds will be rlled ver and will be available t the department in the next fiscal year. 4

5 X. Budgeted Salary Adjustment Guidelines All Salary Schedules A request fr apprval f a budgeted salary adjustment has tw (2) steps and apprval levels. Offices and Departments shuld allw twenty (20) business days frm the initial date f submissin until final apprval f a requested budgeted salary adjustment. Budgeted salary adjustments may nly be used if the adjustments made: d nt cause an increase t the fllwing years salary budget after retentin and recruiting funds have been distributed fr the fiscal year fr the ffice r department d nt use lngevity pay which is assigned t an individual emplyee and nt t an individual psitin d nt assign an hurly rate r biweekly salary belw the minimum fr the grade assigned t the psitin Budgeted salary funds are made available by: hiring new emplyees at a lwer salary rate than the previus emplyee demting an underperfrming emplyee changing an assignment fr a current emplyee that results in a lwer assigned salary Budgeted salary funds may be used: t award salary funds fr hiring int ther vacant psitins t allcate funds int a currently filled psitin as lng as the new hurly rate r bi-weekly salary is within the currently assigned grade salary range fr the psitin Unallcated budgeted salary funds will be mved t a department s Retentin and Recruiting Pay line item during the annual budget prcess each year s these excess funds are nt frfeited by the department at the end f the fiscal year. These funds may be awarded using the Retentin and Recruiting Pay Guidelines. XI. Peace Officer Tenure System and Certificatin Pay Plan Salary Schedule P Purpse - The purpse f this pay plan is t establish the prcedures and cmpensatin rates fr emplyees designated by the Cmmissiners Curt as eligible fr the Peace Officer Tenure System (POTS). The POTS may be eliminated at any time, and the cmpensatin rate may be reduced, frzen, r adjusted at any time, by actin f the Cmmissiners Curt. Eligibility - The Cmmissiners Curt shall designate the peace fficer and crrectins fficer psitin types that are eligible t participate in POTS. Only emplyees wh are peace fficers r crrectins fficers actively invlved in a law enfrcement activity and whse jb qualificatins require state peace fficer r state crrectins fficer certificatin may be eligible t participate in POTS. 5

6 Schedule P is apprved by the Cmmissiners Curt each fiscal year. The scale crrelates years f service with fficial rank within an ffice r department. Years f Service Years f Service under POTS are based n cntinuus service (with n break f mre than ne calendar year) as a regular emplyee in an apprved POTS psitin (see POPS chart) in the sheriff s ffice, the ffices f the Cunty Attrney r District Attrney, r in any cnstable s ffice. Years f service as a crrectins fficer d nt autmatically cunt tward years f service as a law enfrcement fficer, nr d years f service as a law enfrcement fficer autmatically cunt tward years f service as a crrectins fficer. (See paragraphs 3 and 5, belw.) If an emplyee in an apprved POTS law enfrcement psitin transfers frm ne designated POTS ffice t anther (e.g., cnstable t sheriff, sheriff t cnstable, cnstable t anther cnstable, sheriff t Cunty Attrney, District Attrney, cnstable), r returns t Cunty emplyment after a break in service, the emplyee s years f POTS service will apply, nt t exceed the current salary budget fr the ffice, as verified by the Cunty Judge. All persnnel newly hired frm utside Williamsn Cunty fr psitins subject t POTS start at the first pay increment fr the POPS psitin fr which they are hired, unless they qualify fr a prir service credit that applies t the L1 rank (patrl deputy, r similar) nly. (See paragraph (e) belw.) Current Williamsn Cunty crrectins fficers wh successfully cmplete the selectin prcess t becme an fficer in the law enfrcement divisin f the Sheriff s Office must begin their law enfrcement service at the first pay increment f the law enfrcement psitin and remain at that increment fr a perid f ne calendar year. At the end f that year, such fficers will be evaluated, and if they are able t remain in the law enfrcement divisin, they will be placed at the pay increment crrespnding t their time f cntinuus POTS service (with n break f mre than ne calendar year) in bth crrectins and law enfrcement. Effective Octber 7, 2005, all current fficers in POTS law enfrcement psitins will be placed in the pay increment that crrespnds t their time f cntinuus POTS service (with n break f mre than ne calendar year) in bth crrectins and law enfrcement. e. Law enfrcement fficers within the Sheriff s Office wh transfer frm the law enfrcement divisin t the crrectins divisin will, if apprpriate crrectins certificatin is achieved, be placed at the pay increment crrespnding t their time f cntinuus POTS service (with n break f mre than ne calendar year) in bth crrectins and law enfrcement. Credit fr Prir Service - An applicant fr a law enfrcement POTS psitin, r a current fficer in such a psitin at the grade f L1.1, may qualify fr service credit earned prir t current emplyment with Williamsn Cunty, if the fllwing requirements are met: Applicant must meet all Williamsn Cunty requirements f the hiring ffice. Must be a TCLEOSE certified fficer. 6

7 If frm anther state, the fficer must becme TCLEOSE certified r attend a reginal plice academy. Must have fur years f prir law enfrcement experience (prir service subject t apprval by hiring ffice). A 1 year r mre gap in service may disqualify a candidate, at the discretin f the hiring ffice. Qualified applicants and current fficers will receive up t three years f service credit as it applies t tenure increment increases. The applicants and fficers affected by this sectin are the fllwing: applicants whse prir service may qualify them fr starting pay at increment L1.2, L1.3, r L1.4; current fficers whse credit fr prir service may qualify them fr tenure increments L1.2, L1.3, r L1.4; and fficers with the rank f law enfrcement captain whse beginning pay may be up t increment L5.10 if they have prir service credit f 9 years; the minimum pay fr the rank f law enfrcement captain is increment L5.6. fficers with the rank f law enfrcement lieutenant, r equivalent, whse beginning pay may be increment L4.6 if they have prir service credit f 5 years, and may be as high as L4.8 if they prir service credit f at least 7 years; fficers with the rank f law enfrcement sergeant, r equivalent, wh s beginning pay may be increment L3.4 if they have prir service credit f 3 years, and may be as high as L3.6 if they have prir service credit f at least 5 years. The hire date and length f service with the Cunty fr fficers wh receive prir service credit will nt change as a result f receiving the prir service credit. Prir service defined (candidates must substantially meet at least 3 f 5 criteria): patrlling in a radi equipped car, answering calls fr the prtectin f life, prperty and the enfrcement f city, cunty r state laws; cnducting preliminary and fllw up investigatins f disturbances, prwlers, burglaries and ther crimes; respnding t calls related t traffic incidents and ther required emergencies, bserving, mnitring and cntrlling rutine and unusual traffic cnditins, assisting and advising mtrists and enfrcing safety laws; cllecting and preserving evidence at a crime r accident scene, making arrests as necessary, interviewing victims and witnesses, interrgating suspects, searching and transprting prisners and testifying in curt; filing cmplaints and perfrming ther wrk related t prcessing misdemeanr and felny cmplaints, enfrcing curt rders, and preparing reprts f arrests and activities perfrmed. 7

8 Offices must submit a Prir Service Verificatin Frm t the Human Resurces Department alng with their Oracle Manager Self Service Hire prcess r Wrker Status Change prcess in rder fr prir service credit t be applied. Tenure Prgressin Emplyees in POTS psitins mve frm ne tenure level t the next, within the same rank, based n their years f service service anniversary date, subject t funding by the Cmmissiners Curt. Frmatted: Fnt: Effective Octber 1, 2014, the service anniversary date fr POTS will be Octber 1 st f each year and any pay changes as a result f having six (6) mnths r mre f service n the service anniversary date will take effect n the first day f the first full pay perid f each fiscal year. POTS emplyees with less than six (6) mnths f service n Octber 1 st each year are eligible t receive an increase t the next step n their assigned pay grade upn cmpletin f six (6) mnths f service. This increase t the emplyee s step and pay will take effect n the first day f the first full pay perid after cmpletin f six (6) mnths f service. Frmatted: Superscript Effective n the first day f the first full pay perid after Octber 1, 2013, all persnnel currently n the C chart will be paid n the pay scale adpted 10/8/13 by the Williamsn Cunty Cmmissiner s Curt. Fr FY 2014 nly, all persnnel n grades C1, C2, & C4 will receive their service anniversary date increases effective n the first day f the first full pay perid after Octber 1, Fr FY 2014 nly, all persnnel n grades C3, C4B, C5, C6, & C7 will remain at the current years f service reached as f the first day f the first full pay perid after Octber 1, 2013 fr the entirety f the fiscal year. Effective n the first day f the first full pay perid after January 1, 2014, all persnnel n the L chart will be paid n the pay scale adpted 8/27/13 by the Williamsn Cunty Cmmissiner s Curt. Fr FY 2014 nly, all persnnel currently n the L chart will remain at the current years f service reached as f the first day f the first full pay perid after Octber 1, 2013 fr the entirety f the fiscal year. Frmatted Frmatted: Fnt: Prmtins and Demtins - Prmtins fr POTS emplyees in psitins subject t POTS t higher ranks are based n years f service determined in cmpliance with paragraph (d) (1) and n the ffice s assessment f an emplyee s perfrmance, after the Cunty Judge verifies that the ffice has sufficient funds in the current budget r the Cmmissiners Curt apprves additinal funding, if necessary. POTS emplyees wh are demted may carry t a lwer POTS grade the POTS step crrespnding t their years f service, after the Cunty Judge verifies that the ffice has sufficient funds in the current budget r the Cmmissiners Curt apprves additinal funding, if necessary. Lngevity Pay 8

9 Each cmmissined peace fficer in the Sheriff s Office shall be prvided statutry lngevity pay f nt less than $5 a mnth fr each year f service in the ffice in additin t the applicable salary rate. This pay must be added int the regular rate f pay when calculating vertime. Cmmissined peace fficers in the Sheriff s Office are eligible t accrue statutry lngevity pay at the rate f $5 per mnth fr each year f service (up t a maximum f 25 years) after the first year anniversary f their certificatin as a peace fficer. This pay must be added int the regular rate f pay when calculating vertime. Cmmissined peace fficers in the Sheriff s Office are nt eligible t receive statutry lngevity pay under this sectin and Williamsn Cunty lngevity pay. Cmmissined peace fficers in the Sheriff s Office as f Octber 1, 2003, will receive the greater f statutry lngevity pay r Williamsn Cunty lngevity pay until the amunt f statutry lngevity pay exceeds Cunty lngevity pay as such pay was set n Octber 1, Frm that time frward, such fficers will receive nly statutry lngevity pay. Cmmissined peace fficers in the Sheriff s Office emplyed after Octber 1, 2003 will receive nly statutry lngevity pay. This pay must be added int the regular rate f pay when calculating vertime. Timing f Payrll Actins - All pay changes related t dates f service will take effect at the beginning f the first full pay perid that fllws the attainment f the service date. Certificatin Pay - The fllwing certificatin pay will be paid t nn-elected cmmissined peace fficers and eligible crrectins fficer (Cunty Jail) wh hld a full-time active duty psitin in a law enfrcement r crrectins capacity with the Cunty n June 1st f each year: Law enfrcement fficers--$60 per mnth fr Advanced Certificatin; $90 per mnth fr Masters Certificatin. This pay must be added int the regular rate f pay when calculating vertime. Crrectins fficers--$60 per mnth fr Advanced Certificatin; $90 per mnth fr Masters Certificatin. This pay must be added int the regular rate f pay when calculating vertime. Payment fr an entire fiscal year beginning n Octber 1st will be based n the level f certificatin held as f September 15th f the preceding fiscal year. This pay must be added int the regular rate f pay when calculating vertime. The Cunty Sheriff designates eligible crrectins fficers via a Payrll Actin Sheet (PAS). Certificatin pay des nt transfer with an individual emplyee wh leaves a crrectins fficer psitin t accept a law enfrcement psitin nr des it transfer with an individual emplyee wh leaves a law enfrcement psitin t accept a crrectins fficer psitin except when the crrectins fficer psitin is that f a Bailiff. XII. Minr Rerganizatins All Salary Schedules A minr rerganizatin is limited t twenty-five percent (25%) f the psitins within a department in any given fiscal year. Any rerganizatin that affects mre than twenty-five percent (25%) f the psitins allcated t a department must be submitted and apprved by the Cmmissiner s Curt. 9

10 A request fr apprval f a minr rerganizatin has five (5) separate steps and apprval levels. Offices and Departments shuld allw fifty (50) business days frm the initial date f submissin until final apprval f a requested minr rerganizatin. Elected fficials, Appinted Officials and Department Directrs may revise the jb descriptin and crrespnding pay grade fr a psitin withut additinal Cmmissiner s Curt apprval if the number f full-time emplyees in the ffice/department des nt increase and n changes have been made t the level f Deputy Office/Divisin Directr r abve. Salary funds made available during this prcess may be used t adjust the psitins and crrespnding salaries f current emplyees withut additinal Cmmissiner s Curt apprval if the number f emplyees in the ffice/department des nt increase, there is n increase t the salary budget fr the ffice/department and n changes have been made t the level f Deputy Office / Divisin Directr r abve. During rerganizatin, nly psitins with increases in wrk duties may receive additinal cmpensatin. Funds made available thrugh rerganizatin are specifically nt t be used t prvide additinal merit raises r incentive pay. In cases where the number f full-time psitins decrease, any crrespnding changes t healthcare funding wuld be reduced accrdingly during the next budget prcess. All departments are required t review ptential changes with the Human Resurces Department. A payrll actin sheet must be submitted t effect the new pay grade assigned t an emplyee. 10