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HomeMy WebLinkAboutResolution No. 2008-06RESOLUTION NO. R2008-06 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FRIENDSWOOD, TEXAS, APPROVING AND ADOPTING THE AMENDED SECTIONS OF THE CITY OF FRIENDSWOOD, TEXAS, PERSONNEL POLICIES: SECTION 7 — COMPENSATION POLICY, SECTION 8 — LEAVE POLICY AND SECTION 15.02 INCENTIVE PAY POLICY. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FRIENDSWOOD, TEXAS: Section 1. That the City Council of the City of Friendswood, Texas, hereby approve and adopt the City of Friendswood, Texas, amended Personnel Policy Sections 7 — Compensation, 8 — Leave and 15.02 - Incentive Pay. A copy of the said Policies are attached hereto and made a part hereof for all purposes. PASSED, APPROVED, AND RESOLVED this 4th day of Fehruary 2008. David J. H. Smith Mayor ATTEST Deloris McKenzie, TRMf a► �O\ City Secretary v a City of Friendswood SECTION 7 COMPENSATION POLICY Effective Date of Policy: 7.01 BASIS OF COMPENSATION Approved: February 4, 2008 It is the policy of the city to pay its employees a fair and equitable amount for their services without regard to race, sex, age, national origin, color, religion, or mental or physical disability and to maintain fair and competitive salaries consistent with the economic requirements of the organization and commensurate with the City's competitive strategy in the labor market in order to attract, retain and reward qualified employees. 7.02 SALARY ADMINISTRATION A. The City's salary administration program has the following objectives: ■ To obtain the highest degree of employee performance and morale through fair and equitable salary administration. ■ To insure that salaries paid are internally equitable and consistent within and between position categories. ■ To insure that salaries paid are fair and competitive within the relevant labor market. ■ To provide recognition and reward for differences in individual ability and performance. ■ To provide an effective means of budgeting and controlling salary and related expenses. 1. The City's management monitors external pay practices to ensure the organization's compensation practices are competitive with the marketplace. Pay grade salaries are reviewed and adjusted (if needed) annually by management. Section 7, Compensation 2. All positions are assigned a pay grade, in accordance with the City charter, based on the City's competitive position in the marketplace. Pay grades are composed of a minimum salary, a mid -point (usually the middle of the salary range) and a maximum salary. The City's salary structure is composed of all individual pay grades. 3.Internal salary decisions are based on appraisals of employee performance and internal equity. Internal pay practices are monitored to insure fairness to all employees. 4. Salary increases are based primarily on a merit system. The merit range will be established with the approval of the city budget. 5. Annual merit increases will be awarded on the employee's anniversary date of their current position. Promotions and other pay adjustments may be given at anytime during the year. 6. Employees promoted to a new position may receive a promotional increase equal to 5% per salary grade plus a prorated merit increase based on the number of months since the last salary increase. The maximum promotional increase is 20% unless the minimum of the promoted grade is greater than 20% then the employee will be placed at the minimum of the assigned grade. 7. Merit increases will be limited such that base pay is not increased beyond the maximum of the employee's salary range. The total merit increase will be added to base pay if the resulting comp -ratio is less than the range maximum. 8. Earned merit in excess of the range maximum will be given to the employee in a lump -sum payment at the time of the increase. 9. The lump -sum payment is equal to the percentage in excess of range maximum times the employee's annualized base pay. If the employee's comp -ratio is within 3% of the range maximum, the entire merit increase may be a lump -sum payment, at the City's option. 10. Salary information regarding an individual employee is personal information and is confidentially maintained by the City in accordance with the Texas Public Information Act. However, each individual employee shall be advised of their own salary and pay grade. Page 2 of 15 Section 7, Compensation B. Hiring and/or starting salary policies. New hires that only possess the minimum qualifications for their position shall be paid at or near the minimum of the position's s pay grade. Occasionally, supply - and -demand conditions will be such that new hires with relatively little experience can be paid above the range minimums but below the midpoints. Additionally, individuals with substantial experience (or otherwise superior qualifications) may be hired at higher levels in the pay grade but below mid- point. Hiring an employee at a salary above the position's pay grade midpoint must be approved by City Manager. C. Base salary changes result from one of the following actions: Merit Increases Promotion Increases Range Adjustment Increase Special Adjustment Increase Demotion Decrease A merit increase is defined as an in -grade increase in salary granted as recognition for continued and sustained performance on the job. a. All employees will be eligible for an annual merit pay review and possible increase. Percentage increase may vary from employee to employee based on differing levels of performance attained and internal equity demands. b. Each year, the City Manager will authorize merit increase guidelines which are based on Mayor/Council approved annual budget. c. The employee's supervisor will use the merit increase guidelines and the performance appraisal results to recommend merit increases. d. The Deputy Director of Administrative Services — HR/RM or his/her designee will review and approve all base salary changes. 2. A promotion is defined as a permanent advancement of an employee to a higher grade position from a lower grade position. Temporary assignments are not appropriate for a promotion increase. Page 3 of 15 Section 7, Compensation 3. A range adjustment increase is defined as a salary increase which is necessary to bring an employee's salary up to the minimum of the pay grade for the employee's position. 4. A special adjustment increase may be recommended for reasons unrelated to merit or promotion, such as market forces at work. 5. Demotions will be individually evaluated by employee's supervisor, and/or Department Director and the Deputy Director of Administrative Services — HR/RM or his/her designee to determine the appropriate salary change. 6. The approval process for salary changes is as follows: a. Proposed changes in employees' salaries are to be initiated in writing. Information must include the reasons for the proposed salary changes, the employee's current salary, the salary change amount, the employee's pay grade, and if appropriate, the employee's new pay grade. In addition, all requests for salary changes must be accompanied by the appropriate documentation. b. The relevant documents must be submitted to the Deputy Director of Administrative Services — HR/RM or his/her designee for review and approval. If approved, the documents will be processed. If not approved, the documents will be returned to the appropriate department with comments. c. Proposed salary changes shall not be discussed with employee in question until after final approval has been received. d. An out -of -salary range condition involves a salary below the minimum of the assigned pay grade or a salary above the maximum of the assigned pay grade. 1. Salaries below the pay grade minimum can be used as temporary (six month or less) trainee rates for new incumbents who have less than the position requirements. A new incumbent's salary should at least meet the minimum salary of the position's pay grade. Below pay grade minimum situations are to be individually evaluated by the Deputy Director of Administrative Services — HR/RM or his/her designee for appropriate salary treatment. Page 4 of 15 Section 7, Compensation 2. The above range employees will receive lump -sum merit increases until successive salary structure adjustments bring the employee's salary in line with the pay grade maximum. 7.03 HOURS OF WORK Policy Surnmary It is the policy of the City of Friendswood to establish the time and duration of working hours as required by work load and production flow, customer service needs, the effective management of human resources, and any applicable law. Policy A. An employee's normal workweek shall be defined based on their assigned position. 1. For employees assigned a 9/80 schedule, the workweek will commence at noon on Friday and end on the following Friday at noon. Employees on this schedule will work 7:30 AM — 5:30 PM Monday — Thursday and 8:OOAM — 5:00 PM on Friday with alternating Fridays off, and consist of 40 hours per workweek. 2. For employees assigned an alternative 9/80 schedule, the workweek will commence at noon on Monday and end on the following Monday at noon. Employees on this schedule will work 8:00 AM — 5:00 PM Monday, and 7:30 AM — 5:30 PM Tuesday — Friday with alternating Monday off, and consist of 40 hours per workweek. 3. For employees assigned a standard 40 hour work week, the normal work week shall begin on midnight Sunday and end at midnight on the following Sunday, and consisting of 40 hours per workweek. The actual work schedule shall be assigned by the employee's supervisor. 4. For Public Safety employees holding TCLEOSE certification with a primary job assignment of peace officer, the normal workweek is a fourteen day period that begins at midnight Sunday and consisting of 80 hours per pay period. B. The schedule of hours for employees will be determined by each department head. The department will inform employees of their daily schedule of hours of work, including meal periods and rest breaks, and changes that are considered necessary or desirable by the City. C. Department heads or their designee may schedule overtime or extra shifts. Supervisors will assign overtime to nonexempt employees as needed. Employees are not permitted to work overtime without the prior approval of their supervisor or department head. For the purposes of overtime compensation, only hours worked in excess of forty during a workweek will be counted or eighty hours for employees with the primary assignment as a peace officer. Page 5 of 15 Section 7, Compensation D. Employee attendance at lectures, meetings, and training programs will be considered hours of work, and therefore will be compensated time, if attendance is requested by management. E. Nonexempt employees normally will be granted a minimum of two hours of "call- out" pay.. 1. Call -out is defined as "When a nonexempt employee has left his/her work station for the day and is physically away from their work station or is off work and is called back to work during a period of time in which he/she is not scheduled or outside their normal work hours." 2. The rate of pay for call -out time shall be 1.5 times their regular hourly wage, regardless of whether or not they physically have worked 40 hours in that week or 80 hours in that pay period. 3. When receiving payment for call -out hours worked, employees shall be paid a minimum of two (2) hours of work per call out. If an employee works more than two (2) hours when called -out, he/she receives payment for the actual time worked at 1.5 times their normal hourly wage. 4. Call -out time begins when the employee is instructed he/she needs to serve a call -out, and ends upon the employee's arrival back at his/her home after the assigned call -out has been completed. F. Department heads, at their discretion, may allow nonexempt employees to make-up lost time during a given workweek. However, make-up will not be allowed if the lost time is the result of conditions the employee could control, if there is no work the employee is qualified to do, or if adequate supervision is not available. G. All nonexempt employees are required to complete an individual time record showing the daily hours worked. Time records cover one workweek and must be completed by the close of each workday. The following points should be considered in filling out time records: 1) Employees should record their starting time, time out for lunch, time in from lunch, quitting time, and total hours worked for each workday; 2) Employees are not permitted to sign in or begin work before their normal starting time or to sign out or stop work after their normal quitting time without their supervisor's prior approval; 3) Employees are required to take scheduled meal breaks; 4) Employee time records should be checked and signed by the employee and by the supervisor involved. Time not worked for which an employee is entitled to be paid (paid absences, paid holidays, or paid vacation time) should be approved by the supervisor on the time record. Authorized overtime also should be identified by the supervisor; 5) Unapproved absences should not be considered as hours worked for pay purposes. Supervisors should inform employees if they will not be paid for certain hours of absence; and 6) Filling out another employee's time record or clocking in/out another employee or falsifying any time record is prohibited and may be grounds for disciplinary action, up to and including termination. Page 6 of 15 Section 7, Compensation H. Certain personnel employed in executive, administrative, professional, and computer - related capacities, and certain highly compensated employees generally are exempt from the provisions of the Fair Labor Standards Act. These employees are not required to fill out hourly time records but must account for daily attendance. In addition, exempt employees will not receive overtime compensation, but occasionally may be eligible for compensatory time -off or paid for some of the hours after working abnormally long hours. Further, those exempt employees paid on a salary basis will not have deductions made from their salary except as allowed by law. Complaints about improper deductions may be made to Human Resources. I. For policies and procedures regarding pay practices, see Section 7.08. 7.04 OVERTIME PAY A. Employees who are not exempt from the overtime provisions of the Fair Labor Standards Act (FL SA) shall be paid overtime pay at the rate of one and one-half (1-1 /2) times the base rate of pay for all hours actually worked in excess of forty (40) hours in a workweek. The "workweek" shall be defined as seven consecutive 24-hour periods. Each employee shall be assigned a schedule. The schedule assigned shall define the workweek for the employee. B. Law enforcement and fire protection personnel may be categorized under a work cycle other than a "workweek" as defined for purposes of determining overtime or compensatory time off, but any such work cycle shall not be in violation of standards promulgated under the Fair Labor Standards Act for law enforcement and fire protection personnel. Law enforcement and fire protection personnel who are not exempt from the overtime provisions of the FSLA shall be paid overtime pay at the rate of one and one-half (1-1/2) times the base rate of pay for all hours actually worked in excess of eighty (80) hours in a fourteen consecutive 24-hour work cycle. C. Each employee shall be responsible for notifying his or her supervisor if an assignment cannot be completed within the employee's regular work cycle. No employee shall work overtime unless the employee's supervisor has determined that such overtime is required and approval is granted. D. Hours worked is defined for all personnel to mean hours of physical presence at a job site and the following excused leaves taken during the regular hours of work for an affected employee: 1. Injury leave/worker's compensation 2.Jury Service 3. Military Leave 4. Training/Seminar Page 7 of 15 Section 7, Compensation E. The following leaves shall NOT be construed as hours worked in the calculation of overtime: 1. Administrative Leave With Pay 2. Authorized Leave Without Pay 3. Emergency Leave 4. Vacation Leave 5. Sick Leave 6. Personal Leave 7. Family Medical Leave 8. Compensatory Time Taken 9. Approved holiday leave 7.05 COMPENSATORY TIME Employees who are entitled to overtime pay under Section 7.04 hereof may be given compensatory time off in lieu of overtime pay. Compensatory time shall be calculated at the rate of one and one-half (1-1/2) hours for each hour of overtime worked. An employee shall not be permitted to accumulate more than eighty (80) hours of compensatory time off. All compensatory time must be taken within six (6) months of accrual. Compensatory time not taken within six (6) months, and accrued compensatory time over eighty (80) hours, shall be paid out as overtime pay in March and September of each year. 7.06 VEHICLE ALLOWANCE AND TAKE HOME VEHICLES This section of the policy pertains to all "non -contract" employees who receive a vehicle allowance. Employees in certain positions as designated by the City Manager shall be provided with a City vehicle or a vehicle allowance. The limitations on use of City vehicles and vehicle allowances shall be established from time to time by City Manager and City Council. See Vehicle Policy 15.13. The vehicle allowance shall be established by Administrative Services Department by an established procedure using the IRS Mileage Reimbursement as a reference. 7.07 LONGEVITY PAY A. All regular full-time employees shall earn longevity pay at a rate of FIVE DOLLARS ($5.00) per each completed month for each completed year of service. Longevity pay shall be remitted to eligible employees on or about December 1st of each year in conjunction with a regularly scheduled payroll. Longevity pay shall not be paid until an employee has completed a full year of continuous service with the City. In computing time of service, all full-time employees shall be given credit for verified regular full-time previous service. Employees who leave the service of the City for any reason shall, upon separation, receive a longevity payment equal to the number of completed months of service. Page 8 of 15 Section 7, Compensation B. Longevity pay shall be added to the employee's base salary in order to calculate their overtime rate of pay. Overtime rates shall be updated whenever employees' base rate of pay changes. 7.08 PAY PERIOD AND METHOD OF PAYMENT It is the policy of the City of Friendswood to pay employees by direct deposit or pay cards on a regular basis and in a manner so that the amount, method, and timing of wage payments comply with any applicable laws or regulations. A. Pay days shall be every other Friday. If a payday falls on a bank holiday, paychecks shall be issued the last business day prior to the bank holiday. B. Employees will receive on each payday, in addition to their check or deposit, a statement showing gross pay, deductions, and net pay. Local, state, federal, and Social Security taxes will be deducted automatically. No other deductions will be made unless required or allowed by law, contract, or employee obligation. Employees may elect to have additional voluntary deductions taken from their pay only if they authorize the deductions in writing. C. Employees who discover a mistake in their pay, lose their pay check, or have it stolen should notify Human Resources immediately. In the case of a mistake, the error will be remedied promptly. In the case of loss or theft, the Human Resources will advise Finance so it may attempt to stop payment on the check and reissue a new one to the employee. However, the employee is solely responsible for the monetary loss, and the City will not be responsible for the loss or theft of a check if it cannot stop payment on the check. D. Nonexempt employees will receive a premium rate of pay of one and one-half times their regular hourly rate of pay for hours actually worked in excess of their predefined pay period. See Hours of Work for their predefined pay period. E. For policies and procedures regarding Call -Out, see Hours of Work, Section.7.03 For policies and procedures governing pay upon termination, see Separation Payment, Section 7.09. F. Employees should discuss any questions or concerns regarding their rate of pay and other compensation issues with their supervisor, department head or with Human Resources. G. Paychecks may be given to someone other than the employee ONLY if the employee provides written permission to the departmental representative responsible for distributing paychecks. Permission slips shall be forwarded to the Human Resources Division after the paycheck has been distributed for inclusion in the employee's file. H. No full or partial advance payment of salary shall be made to any employee. Page 9 of 15 Section 7, Compensation 7.09 SEPARATION PAYMENT Employees who terminate employment prior to completion of one full year of regular full-time service shall not be eligible to receive payment for accrued leave hours on the separation paycheck. Employees terminating as "benefits eligible" shall be those who provide two weeks written notice of their resignation, return all City property issued to them, and have been employed more than one full year in a regular full-time position with the City. A terminated or resigning employee shall receive their separation paycheck in accordance with Article 5155 of the Revised Civil Statues of Texas which states: A. An employee who is discharged from employment must be paid in full not later than the sixth day after the date the employee is discharged; and B. An employee who leaves employment other than by discharge must be paid in full not later than the next regularly scheduled payday. 7.10 EDUCATION REIMBURSEMENT POLICY PURPOSE To provide City employees the opportunity for financial reimbursement in the pursuit of higher education and career development. This investment in the employee is an indication of the commitment made to ensure the City continues to offer the best possible service to its citizens, as well as providing personal and professional growth for the employees. SCOPE This policy shall apply to all full time employees of the City of Friendswood in good standing who have completed their initial probationary period. This policy shall apply to degree related programs only, from an accredited junior college, community college, college, university, or technical school and will cover associate degrees, undergraduate (bachelor's) degrees, and master's degrees. The City will reimburse an employee for one associate degree, undergraduate (bachelor's) degree, and master's degree. Individual courses, seminars or specialized training will be paid from the employee's department training budget. AUTHORITY The Human Resources Division shall administer the Education Reimbursement Program under the authority of the Director of Administrative Services and City Manager. The City Manager shall have the authority to review and approve any exceptions to this policy. POLICY The Education Reimbursement Program is considered a benefit for the employees. A degree plan that is directly related to the employee's present position or one that will prepare the employee to better serve the City will be considered for approval. The Department Director will make this determination with the concurrence of the Human Resources Division. Page 10 of 15 Section 7, Compensation PROCEDURES A. EDUCATIONAL DEGREE PLAN APPROVAL PROCESS It is the responsibility of the employee who is interested in continuing his/her education at an accredited junior college, community college, college, university, or technical school, to prepare the necessary paperwork for approval during the budget preparation process. The employee must present a degree plan along with the Degree Plan Approval Form, to their supervisor and Department Director for approval. Upon approval by the Department Director, this documentation will be forwarded to Human Resources for review and approval. This documentation will state the manner in which the degree will improve the employee's ability to perform their current job(s) or will prepare the employee to better serve the City. The employee, upon request of the Department Director or Human Resources Division, shall provide documentation showing the institution of higher education designated is accredited. 1. SCHEDULING Employees are responsible for scheduling classes that will not conflict with their work schedule. The Director, with approval of the City Manager, has the option of altering the employee's work schedule if special circumstances are warranted. Employees shall not be permitted to attend courses under this educational reimbursement program during work hours unless authorized by the City Manager. Employees attending courses under this education reimbursement program shall not be compensated for their course work as hours worked. 2. REIMBURSEMENT LIMITS a. The City shall reimburse, subject to available funds, the employee Fifty Percent (50%) of the cost of the tuition, lab fees, books, and other mandatory fees for courses directly related to their degree plan. The maximum reimbursement shall be $3000 per budget year per employee. Reimbursement shall not include miscellaneous expenses such as parking fees, travel expenses, late fees, out of district fees, finance fees, etc. b. Employees who are eligible to receive education assistance through other programs (i.e., G.I. Bill, scholarships, or grants) are not eligible for duplicate assistance. Funds received from outside sources for the same purpose must be applied toward the cost of expenses before the Education Reimbursement policy shall apply. c. If the employee opts to attend a private or on-line institution, tuition shall be defined as the lower of the actual tuition cost or the rate of a local state university. For the purpose of this policy, the designated state university shall be the University of Houston. d. These benefits are subject to and contingent upon City Council approval of an annual budget that funds this benefit. Budget responsibility resides with each Department Director and such funds will be paid out of each departmental budget. Page 11 of 15 Section 7, Compensation B. COURSE PRE -APPROVAL PROCESS An employee must submit the Course Pre -Approval Form to their supervisor and Department Director for approval each semester prior to enrollment. Upon approval, the forms will be submitted to the Human Resources Division for further review. It is the responsibility of the employee receiving assistance from another source to attach copies of the documentation to the Course Pre -Approval Form. C. REIMBURSEMENT PROCESS Upon completion of the approved course or courses, the employee shall submit all receipts and transcripts of grades indicating satisfactory completion attached to the Educational Reimbursement Request Form, no later than 45 days after completing the course work, to the Department Director for approval. The Department Director shall forward the Educational Reimbursement Request Form and the attached documentation to the Human Resources Division. Request for education reimbursement will not be honored if the employee has terminated employment with the City or submitted his/her resignation. The City shall reimburse the employee for those courses approved in advance and completed with a grade of "C" or better for associate and undergraduate courses and a `B" or better for graduate level courses. D. UPDATES 1. It shall be the responsibility of the employee to update the Department Director and Human Resources Division of any changes to their degree plan. This process must occur at least on an annual basis, during the budget process. 2. Employees who fail to meet the objectives and criteria set forth in their educational degree plan are subject to termination from the reimbursement program and/or denial of tuition reimbursement. If the employee is unable to fulfill the objectives of his/her degree plan, or requires a change in the criteria set forth in their educational degree plan, the employee must notify their supervisor, with copies to the Department Director and Deputy Director of Administrative Services for Human Resources. FORMS NEEDED Degree Plan Approval Form Course Pre -Approval Request Form Educational Reimbursement Request Form ENFORCEMENT This policy shall be administered and enforced by the Human Resources Division. Accounting staff may also have authority to randomly review and/or audit employee education reimbursement requests. Page 12 of 15 Section 7, Compensation 7.11 MANDATORY CONTINUING EDUCATION Continuing education courses deemed necessary to meet established goals and objectives as reflected by an employee's evaluation may be prepaid by the City with approval by the Department Director. A certificate of completion shall be required and shall be turned in to the Human Resources Division for placement in the employee's file. Any employee who does not complete a prepaid course, or does not submit a certificate of completion, shall be excluded from any future prepaid options and may be required to reimburse the City for prepaid tuition/fees. 7.12 RETIREMENT BENEFITS A. All regular full-time employees, or regular part-time employees who are scheduled to work 1,000 or more hours per year, shall be required to participate in the Texas Municipal Retirement System program and shall be eligible for immediate participation. The provisions of the retirement program are covered in the TMRS Handbook, available in the Human Resources Division. B. While the City attempts to convey the various benefit programs to the employee, it is the responsibility of the employee to be cognizant of date driven benefits such as retirement and associated programs. 7.13 CERTIFICATIONANCENTIVE PAY Certification pay shall be administered pursuant to certification pay policy 7.14 TRAVEL POLICY It is the policy of the City that all out of area business travel must be approved in advance and should be engaged in and reimbursed according to the guidelines below. This policy shall provide guidelines for reimbursement of reasonable expenses, incurred by authorized persons, while traveling on approved City business. It is understood that all employees will use prudence and discretion in the expenditure of City funds for traveling. A. Employees wishing to travel at City expense must complete the appropriate travel forms and submit these forms to the employee's supervisor at least ten (10) days prior to departure. B. All travel forms shall be approved by the appropriate Department Director. Spouses may accompany employees on City business trips but spouses' expenses shall not be reimbursed by the City. Travel should be by the most economical and expedient manner possible. C. Mileage reimbursement for travel by personal vehicle shall be at the rate established by the IRS and published annually by the City's Administrative Services Department. D. Air travel, if necessary, shall be coach class if at all possible. All ground transportation including tips will be covered when reasonable and customary. Receipts for air and Page 13 of 15 Section 7, Compensation ground transportation, including auto rental, must be submitted when requesting reimbursement. E. Conference or seminar registration fees which must be paid in advance shall be approved by the appropriate Department Director. Other course material required for the seminar will be paid for by the City upon the Department Director's approval and with appropriate receipts. F. Employees are expected to procure accommodations that are within reasonable locations and priced at economical rates. The City shall pay for the charge of the room and normal business telephone calls, including one telephone call per day to the employee's family of reasonable length. Personal phone calls, laundry and cleaning charges, hotel room movies, bar tabs, and any other form(s) of entertainment are not reimbursable by the City. G. All travelers attending to city business, meeting or conference outside a fifty (50) mile radius of Friendswood City Hall shall be given a per diem meal allowance. The meal per diem rate reimbursement shall be established by utilization of the U.S General Services Administration Per Diem rates by a procedure established by the Administrative Services Department. The Administrative Services Department shall publish the per diem rates annually. An allowance shall not be given for meals included as part of registration fee. Receipts shall not be required for meals as long as the costs therefore do not exceed the per diem allowance. H. Reimbursement for meals by an employee within the 50 mile radius of the Friendswood City Hall while on official city business (seminars, training, etc.,) outside of Friendswood will require receipts but the employee shall not receive reimbursement greater then the per diem rate in effect at the time. I. If an employee is paying for a business guest, a receipt is required. The cost of the guest's meal will be reimbursed based on its actual cost. The guest's name, organization, and reason for the expense must be documented on the receipt. J. Receipts shall be required for conference or seminar registration, hotel/motel bills, and other eligible expenses. K. Upon return from authorized travel, each employee shall submit, within five (5) working days, completed travel and expense reimbursement request forms, all receipts, and a copy of the appropriate pre -travel expense request form(s). This information shall be given to the appropriate Department Director for approval. Approval forms shall be given to the Finance Division of the Administrative Services Department for review and processing. L. In the event adequate documentation of expenses is not provided, the Director of Administrative Services, with the approval of the City Manager, may withhold all or any Page 14 of 15 Section 7, Compensation portion of the reimbursement requested by the traveler which is not properly accounted for as provided above. M. Falsification of travel expenses shall result in disciplinary action, up to and including termination. N. Traffic Violations: Fines for traffic or parking violations will not be reimbursed. O. Travel should be by the most direct and/or economical route or method. Detours for personal business are not reimbursable. Page 15 of 15 City of Friendswood SECTION 8 LEAVE POLICY Effective Date of Policy: 8.01 HOLIDAYS February 4, 2008 Policy Summary The City of Friendswood grants regular full time employees paid time off for specific holidays as long as the employee meets the stated requirements and limitations. Policy A. The City has designated the following days as official paid City holidays, to be observed by all regular full-time employees and subject to the provisions and limitations as described below. If a designated holiday falls on a Saturday or Sunday, the prior Friday or following Monday shall be observed. 1. New Year's Day January 1 2. Martin Luther King's Birthday Third Monday in January 3. Good Friday Friday before Easter Sunday 4. Memorial Day Last Monday in May 5. Independence Day July 4tn 6. Labor Day I" Monday in September 7. Thanksgiving Day Fourth Thursday in November 8. Thanksgiving Friday Day following Thanksgiving Day 9. Day before or after Christmas Day 10. Christmas Day December 25 11. Floating Holiday 1 day of employee's choosing B. Regular full-time employees will be paid at their base rate for hours equal to one workday for each holiday. To be eligible for holiday pay, the employee must work the scheduled hours before and after the holiday unless an excused absence is approved by the Department Director. Employees on `Leave of Absence' will not receive holiday pay. For the purpose of this policy, `Leave of Absence' is defined as: a. FMLA Leave b. Personal Leave c. Workman's Comp. Leave d. Administrative Leave — Unpaid Page 1 C. Shift personnel will observe official City holidays on the actual day of observance D. Employees scheduled to work on a holiday, and who fail to work as scheduled, without an excused absence, will not be eligible for holiday pay. An employee required to work on a holiday will receive the holiday pay plus the overtime rate of one and one half times the regular rate of pay for hours worked. E. Department Directors may revoke or restrict observance of any designated holiday in order to provide necessary municipal services to the public. F. Hours equal to one regular work day will be paid as a floating holiday; a day of the employee's choosing, with supervisor approval. This holiday is awarded to a new employee upon completion of 90 days of service. All full time employees employed longer than 90 days will receive floating holiday hours on January 1st of each year. The hours of one Floating Holiday may be carried over from one year to the next not to exceed hours equivalent to two holidays. Floating holiday may be used in one quarter hour (1/4) increments with a minimum of one hour per event. 8.02 VACATION LEAVE Summary: It is the policy of the City to grant annual vacations with pay to full-time employees in accordance with the guidelines established below. The established vacation year shall be based on the full time hire date of the employee. Policy: A. All regular, full-time employees shall earn vacation hours based on their length of service with the City of Friendswood. Vacation hours shall be paid at the employee's regular rate of pay, and can be used in one quarter hour (1 /4) increments with a minimum of one hour per event. Except for special circumstances with Department Director approval not more than 80 hours can be used consecutively. B. Vacation hours will be accrued on a per pay period basis according to the chart below. An employee is entitled to use vacation hours only after completion of six (6) months of continuous service. Service Period Vacation Earned Per Pay Period Year 0 - 5 4.6154 hours per pay period worked Year 6 4.9231 hours per pay period worked Year 7 5.2308 hours per pay period worked Year 8 5.5385 hours per pay period worked Year 9 5.8462 hours per pay period worked Year 10 6.1538 hours per pay period worked Annual Hours 120 128 136 144 152 160 Page 2 C. Part-time, temporary or contract employees are not eligible to earn vacation hours. Vacation hours shall not be accrued for any pay period during which an employee is in full pay status for less than half his/her scheduled work hours. Vacation hours may not be advanced before earned. D. Should a paid Holiday fall during the employee's vacation, the employee will receive Holiday pay for those designated hours instead of vacation pay. E. Employees may bank the maximum number of hours equal to the employee's accrual for a one year plus 3 months. The vacation accruals will be determined based on the employee's full time hire date. When the maximum accrued hours are reached, accruals cease until hours are taken. In extraordinary circumstances, this policy may be suspended up to six (6) months for an individual. F. Department Directors or a designee shall schedule vacations giving due consideration to the needs of the City and the interests of the employee. Should an employee's scheduled vacation be canceled or interrupted by the City for its convenience or due to an emergency, the City Manager may extend the period during which accrued vacation leave may be used. G. Employees being transferred, promoted, or demoted shall retain accrued vacation hours. Employees who move from regular full-time status to part-time status shall receive pay for their vacation accruals. H. Employees on a leave of absence, other than military leave, are required to use all accrued vacation hours as part of the leave. In addition, employees on a leave of absence for more than two (2) weeks with or without pay will not accrue vacation hours for the remaining length of the leave. I. Employees may elect to convert to their sick bank, up to 40 of their current year's accrued vacation hours. This conversion may be done annually until the maximum of 1,040 hours has been reached in the sick bank. J. When an employee leaves employment with the City of Friendswood, the employee will receive pay, at their current rate, for any unused vacation hours accrued at the time of separation, not to exceed 320 hours. All vacation hour accruals are forfeited if an employee separates from the City prior to the initial six (6) months of employment. K. Employees who think there is a discrepancy in the calculation of their vacation pay or eligibility may request a review of that calculation by the Human Resources Department. L. No allowance will be made for sickness or other compensable type of absence occurring during a scheduled vacation. 8.03 SICK LEAVE Policy Summary Page 3 Regular full time employees shall be granted earned sick hours for their personal use and to care for an immediate family member. Policy A. Full time employees shall earn 3.69 hours per pay period. Sick leave accrual shall not exceed 1,040 hours. B. Part time, temporary or contract employees are not eligible to earn sick hours. Sick hours shall not accrue for any month, during which an employee is in pay status for less than half the standard number of scheduled work hours. Employees may not receive payment in lieu of hours taken. Sick hours may not be advanced before earned. Accrued Sick hours will not be paid upon separation from service. C. Paid sick leave can be used in one quarter hour (1/4) increments with a minimum of one hour per event. D. A supervisor may request and obtain verification of circumstances surrounding any use of sick hours. Sick hours may be paid when an employee's immediate family member has an illness, injury, or other medical need which affects the employee's ability to perform his/her scheduled job duties. Immediate family is defined as: 1. Spouse 2. Child, Stepchild, Grandchild 3. Sibling (including in-law) 4. Parent (including in-law) 5. Grandparent (including in-law) 6. Foster Parent (not both foster and natural) E. Accrued but unused vacation may be used to supplement sick leave F. Regular full-time employees hired prior to January 1, 1996, who terminate under a benefits eligible status after one year of employment with the City, shall receive, upon separation, payment for accrued but unused sick leave, not to exceed fifty percent (50%) of accrued hours as the implementation date of January 1, 1996 policies. All employees hired after January 1, 1996, upon separation, whether voluntary or involuntary, or upon retirement, shall receive no payment for accumulated but unused sick leave. 8.04 DONATING VACATION OR SICK LEAVE Policy Summary Accrued Sick / Vacation hours may be donated by one employee to another under certain circumstances. Policy Page 4 A. If an employee lacks sufficient accrued hours to cover an absence, earned Sick and/or Vacation hours may be donated by one employee to another in the following circumstances only: 1. An employee is absent due to a serious health condition of the emploee._ 2. An employee is absent due to a serious health condition of an immediate family member that requires the presence of the employee for physical care B. Donated hours maybe received only after an absence often (10) workdays. a. Donated hours will be paid at the rate for the absent employee. b. Donated hours will be processed each individual pay period. C. The donated hours may not exceed six (6) full pay periods or a total of sixty (60) working days. D. An absent employee will not accrue Sick and/or Vacation hours while receiving donated hours. Immediate family is defined as: 1. Spouse 2. Child, Step -child, Grandchild 3. Sibling (including in-law) 4. Parent (including in-law) 5. Grandparent (including in-law) 6. Foster Parent (not both foster and natural) 8.05 PERSONAL LEAVE Policy Summary Personal hours may be granted all full time employees under certain circumstances. Policy A. All full time employees employed on October 1st (beginning of fiscal year) shall be granted twenty-four (24) hours for personal use. Full time employees beginning work after October 1st will receive a prorated number of hours beginning the first full month of employment. B. Part time, temporary or contract employees are not eligible to receive personal hours. C. Personal hours shall not be accrued. D. Personal hours shall not be used in conjunction with Vacation or Sick hours. E. Unused Personal hours shall not be paid out at employment separation. Page 5 F. Personal hours must be pre -approved by the employee's supervisor. Approval of personal time request shall be given only after consideration has been given to operating requirements. Request shall be reviewed in the order received. G. Personal hours may be taken in one quarter (1/4) hour increments following a 1 hour minimum. H. Personal hours shall not be used as notice time when terminating employment. I. Personal time leave will not be counted as hours worked for the purpose of determining overtime. 8.06 Pregnancy and Maternity Policy Summary Unpaid Leave hours will be granted a pregnant employee. Policy A. For those employees that qualify, Pregnancy/Maternity Leave shall be granted in accordance with all the rules and regulations of the Family Medical Leave Act (FMLA). B. A pregnant employee that does not meet the length of employment, or numbers of hours worked rules for FMLA, will be granted a six (6) week unpaid Leave of Absence beginning on the date of delivery. The City will require periodic medical reports concerning the employee's status and intention and availability to return to work. C. Pregnancy and all related illness and/or disabilities shall be treated as any other illness. Available sick or disability benefits may be used for the time during which the employee is medically unable to work. 8.07 FAMILY AND MEDICAL LEAVE POLICY A. Employees may take up to 12 weeks of unpaid family/medical leave within any 12 month period ("rolling 12 month method will be used to specify and calculate the 12 month period") and be restored to the same or an equivalent position upon return from leave provided that: (1) they have worked for the City for at least 12 months, and for at least 1250 hours in the last 12 months; and (2) are employed at a worksite that has 50 or more employees within a 75 mile radius. B. Employees may take family/medical leave for any of the following reasons: (1) the birth of a son or daughter and in order to care for such son or daughter; (2) the placement of a son or daughter with employee for adoption or foster care: (3) to care for a spouse, son, daughter, or parent ("covered relations") with a serious health condition; or (4) an employee's personal serious health condition which renders such employee unable to perform the functions of his or her position. Leave because of reasons "1" or "2" must be completed within the 12 month Page 6 period beginning on the date of birth or placement. In addition, if the employee and his/her spouse are both employed by the City and request leave because of reasons "1" or "2" or to care for an ill parent, they may only take a combined total of 12 weeks leave during any 12 month period. C. For specific policy guidelines see FMLA Procedures. 8.08 ON DUTY INJURY LEAVE The City provides salary continuation, for a limited period, while an employee is out on worker's compensation leave. The following procedures apply: A. Any regular full or part-time employee injured while in the performance of assigned duties of such employment shall immediately report such injury to his or her supervisor unless physically unable to do so. An injury report shall be completed within twenty-four (24) hours of the injury and submitted to the Human Resources Division. Failure to comply with the injury reporting requirements of this section may result in disciplinary action. B. The City shall pay injured employees for their normally scheduled working hours, at regular pay rates, during the first seven (7) calendar days of such injury leave. C. If an injured employee is absent from work for more than seven (7) calendar days as a result of such injury, workers compensation insurance benefits shall be provided in accordance with the Workers' Compensation Act. The City will provide salary continuation for injured employees in an amount equal to the difference between the employee's regular pay and workers' compensation insurance benefits in accordance with guidelines as prescribed by the Human Resources Department. An employee on job related injury leave for 28 days or more shall receive retroactive compensation benefits for the first seven (7) days following such injury pursuant to the City's Workers Compensation Insurance Policy. A condition for eligibility to receive salary continuation from the City during the first seven (7) days following such job related injury shall be the assignment by the employee to the City of all such retroactive compensation benefits applicable to the initial seven (7) day period. Employees who fail to assign such retroactive benefits shall be ineligible for salary continuation benefits. The combined total of the City's salary continuation program and the workers' compensation insurance benefits shall not exceed the employee's regular salary. Employees who receive workers' compensation payments in excess of the amount indicated shall return such supplemental amounts to the City, through the Human Resources Division. Failure to do so may result in disciplinary action, forfeiture of salary continuation, or both. D. The City's salary continuation program will extend for a maximum period of ninety (90) calendar days, beginning on the eighth day of absence for a particular injury. At the Page 7 conclusion of such ninety (90) day period, the employee may begin to use his or her accrued sick and vacation leave, which shall be used to provide the difference between the employee's regular pay and that portion of the salary paid by workers' compensation insurance. If the employee chooses not to use his or her accrued leave balances, or if there is no accrued but unused leave balance, the employee will receive only that amount provided by workers' compensation. E. During injury leave, employees shall report to the Human Resources Division at least once per week, and shall be responsible for compliance with their medical care and treatment. Failure to do so may subject any such employee to disciplinary action. Additionally, if at any time, information is obtained that an injured employee is able to return to work but fails or refuses to do so, disciplinary action may be taken and suspension of further injury leave may occur. F. If an injured employee receives a partial or modified duty medical release statement from his or her doctor and if modified duty can be arranged and/or is approved by the Department Director, the employee may be placed on modified duty until a full medical release is obtained. The modified duty medical release statement must indicate all limitations which are being placed on the employee. Human Resources and the Department Director or Supervisor shall supply job description/job analysis to the physician as needed. Upon full release by the applicable physician, the employee shall be removed from modified duty. G. An employee on injury leave shall not continue to accrue sick and vacation leave or receive holiday pay. H. Supervisors of employees who are on injury leave are responsible for working closely with the Human Resources Department to ensure that time off is properly charged and that proper pay is made for the duration of the disability. 8.09 MILITARY LEAVE Purpose This policy establishes the rules and procedures that apply to employees enlisted in the United States military reserves or the Texas National Guard that are required to take military leave and regular employees who present official induction orders (draft notice) to enter the United States Armed Forces. Application Military Training Leave applies to regular full time employees who take a leave of absence to fulfill a military training obligation that does not exceed 15 days in a 12 month period. Military Active Leave applies to regular full time employees who are in the United States Reserves or Texas National Guard and called to active duty. Page 8 Authoritv This policy is established, directed, and authorized by the City Manager's Office and is administered by the Human Resources Division of the Administrative Services Department. Policy A. Military Training Leave 1. The City provides military training leave to employees who are required to satisfy military obligations under the Uniformed Services Employment and Reemployment Rights Act (38 U.S.C. Sec. 4301 et. seq) or other applicable law. 2. The City will supplement the employee's military wage or salary in an amount equal to the difference between the employee's military wage or salary and the employee's City wage or salary, if the employee's military wage or salary is less than the employee's City wage or salary for a period up to 15 work days in accordance with Section 431.005 of the Texas Government Code for military training leave. 3. The employee may use vacation leave after exhausting the fifteen days of supplemental military training leave pay. Thereafter, military leave will be unpaid. 4. Other benefits (i.e., vacation and sick leave) will continue to accrue during the fifteen workdays of paid military leave. 5. Holiday pay will be granted (paid) during the expenditure of the annual fifteen workdays of paid military leave. Holiday pay will be paid at straight time. 6. Employees will only be paid for workdays missed as a result of military leave. For example, if an employee works a standard five day workweek Monday through Friday, the employee will only be paid for days they are scheduled to work but are absent due to a military leave obligation. B. Military Active Leave. The City provides military active leave to employees who are required to satisfy military obligations under the Uniformed Services Employment and Reemployment Rights Act (38 U.S.C. Sec. 4301 et. seq) or other applicable law. 2. Federal law allows, but does not require, an employee to use vacation leave while on military active leave. If the employee exhausts all of their vacation time, the City will Page 9 supplement the employee's military wage or salary in an amount equal to the difference between the employee's military wage or salary and the employee's City wage or salary, if the employee's military wage or salary is less than the employee's City wage or salary for a period up to 12 months calculated from the date of military activation. NOTE: Those employees who enlist in the U.S. military will not be eligible for supplemental pay or the City's participation in paying a portion of the dependent health premium. These entitlements apply only to those employees who are activated from a military reserve or Texas National Guard unit. 3. Upon the end of the leave, the employees will, upon request, be reinstated to the position or similar position the employee held prior to taking active military leave. 4. Other benefits (i.e., vacation and sick leave) will not accrue during the military leave. Employees will not be eligible for holiday pay during a military leave resulting from a military reserve or Texas National Guard unit activation. Employees should check with Human Resources to determine their responsibilities under military leave of absence. Procedures: A. General. The following procedures apply to Military Training Leave and Military Active Leave. Employees must provide advance notice, including written copies of military orders documenting the requirement to take military leave, to their immediate departmental supervisor. 2. The supervisor must notify the Program Manager, Department Director and the Human Resources Department. The Department Director will provide a copy of the military orders, including a completed Personnel/Payroll Status Change form, to the Human Resources Division. B. Military Active Leave Procedures 1. Supplemental Pay. Employees must provide Human Resources with a copy of their military pay record prior to receiving supplemental pay. 2. Health Insurance. Employees may elect to continue dependent health insurance coverage as allowed by Federal law for up to 18 months from the date the leave begins. For the first 12 months of the 18 months of leave, the cost of dependent coverage will remain the same as the cost of coverage for other employees. Thereafter, employees may maintain the same dependant coverage by paying the full cost of the insurance and any administration fees for an additional 6 months. (See attached Military Leave Benefits Election Form). Employees will receive health insurance automatically on the day they return to the City as a full-time regular Page 10 employee, but must complete the required medical insurance forms to reinstate coverage. 3. TMRS Retirement Benefits. Employees who take military active leave may apply to the Texas Municipal Retirement System (TMRS) for service credits for the time they were on leave if the employee: i. Returns to work within 90 days of the end of leave; ii. Receives an honorable discharge; iii. Completes an application and forms required by TMRS; iv. Within 5 years of the end of the leave, deposits the money that would have been deducted from the employee's salary had the employee not been on leave. 4. Deferred Compensation. Employee deferred compensation plans (457 plans) will be maintained while on leave. If reemployed, the employee may resume contributions or contact the deferred compensation plan provider to make any changes. 5. Return from Military Active Leave. Employees returning from military active leave must provide written copies of their separation or deactivation orders to the City as follows: i. Less than 31 days of leave - within 72 hours of their release from service. ii. More than 30 days but less than 181 days of leave - within 14 days from their release from service. iii. More than 180 days of leave - within 90 days from their release from service. 6. Reemployment. The City in accordance with the following USERRA guidelines will reemploy employees that: i. Served for a period of five years or less (unless their service fits into one of the excused categories defined in USERRA); ii. Are discharged under honorable conditions; and iii. Reapply in a timely manner. Forms Military Leave Benefits Election Form 8.10 BEREAVEMENT LEAVE Policy Summar Hours off work may be granted for the death of certain family members and/or friends. Some bereavement hours may be paid and some hours may be granted without pay. Police A. All regular full time employees are entitled to Bereavement Leave in the event of the death of an immediate family member. This leave may be granted up to the maximum number of Page 11 scheduled work hours for a total of three (3) workdays per incident. These approved hours will be paid at the employee's regular base rate. B. Bereavement Leave may not exceed the maximum number of scheduled work hours for a total of six (6) workdays per calendar year. Part-time, temporary, and contract employees are not entitled to paid Bereavement Leave. C. Additional hours may be granted and charged against accrued hours. These additional hours must be approved by the Department Director, Director of Administrative Services, or Deputy Director of Human Resources. D. Should the employee need time off for the death of someone not in the immediate family, hours may be granted unpaid, or hours may be paid from the employee's accrued vacation hours. Immediate family is defined as: 1. Spouse 2. Child, Stepchild, Grandchild 3. Sibling (including in-law) 4. Parent (including in-law) 5. Grandparent (including in-law) 6. Foster Parent (not both foster and natural) 8.11 JURY SERVICE Policy Summary Employees may receive regular pay for hours missed for Jury Service if they furnish documentation of attendance and work any regular scheduled hours not required for Jury Service. Policy A. Employees missing regularly scheduled work hours due to daily Jury Service shall work scheduled hours before and/or after Jury Service dependent on reporting time of service. B. Employees on authorized leave for daily Jury Service shall receive compensation at their regular pay rate for a reasonable time, in addition to any pay received for serving, provided the employee furnishes the department Director with documentation of attendance. C. Employees selected to serve on a jury for extended Jury Service shall be granted reasonable hours of absence from work. This absence will be for the duration of the Jury Service only. D. Hours missed for extended Jury Service will be paid at the employee's regular rate of pay plus any pay received for serving, provided the employee furnishes the department Director with documentation of attendance. Page 12 E. Jury Service leave will not be counted as hours worked for the purpose of determining overtime. 8.12 ADMINISTRATIVE ABSENCE WITH PAY Employees may be granted administrative absence with pay, when necessary, as outlined in the policies below: A. Training/Seminars — Hours in which an employee is paid for attending training/seminars. B. Administrative Exempt Leave — (Policy concerning hours worked by employees exempt under FLSA.) Exempt employees are expected to work the number of hours necessary to properly perform the duties assigned to them. The workload varies for exempt employees. Some can accomplish their responsibilities within 40 hours a week; others have responsibilities that require many hours of research and/or design work and some are subject to call -outs which will involve many hours. When an exempt employee has been required to work an extraordinary number of hours because of a special project or seasonal demands, that employee may be granted exempt leave beyond vacation and sick leave to compensate the employee for the extraordinary effort and extra hours put forth during that project or seasonal demand. Exempt leave shall not exceed 10 days in any 12 month period, is not convertible to cash, and will not be cumulative. Exempt leave must be approved by the City Manager or Department Director in writing at least one week in advance of it being taken and will be approved only in cases where extraordinary hours were expended beyond the normal expectations for exempt employees. Administrative exempt leave may not be used on a continuing basis in cases where an additional employee is needed on a part-time or full-time basis. C. Miscellaneous Absences With Pay — An employee ordered not to report to work or who cannot report to work because of inclement weather or disaster may be granted miscellaneous absences with pay if approved by the City Manager. 8.13 AUTHORIZED LEAVE WITHOUT PAY In circumstances not falling within other provisions of these policies, the City Manager may authorize an employee to take leave without pay under such terms and conditions as may be mutually agreeable, or as may otherwise be required by law. Benefits shall not accrue for any pay period during which an employee on leave without pay is in pay status for less than half the standard number of paid hours for his/her type of job. An employee returning to work after leave without pay which extends for more than three (3) months shall be given an adjusted anniversary date and be subject to a medical examination/drug screening/criminal background check. An employee on leave without pay beyond the 12 week FMLA leave period, who desires to continue health/dental/life insurance, must arrange to make any payments required for such coverage. Page 13 City of Friendswood SECTION 15.02 INCENTIVE PAY POLICY Effective Date of Policy: Date of Policy: January 1, 1996 Date of Revision: October 1, 2003 Date of Revision: February 4, 2008 GENERAL — It is the policy of the City of Friendswood to encourage its employees to participate in advanced training. Additional training is important to the employees and is an overall benefit to the operation of the City of Friendswood. Levels of training and certification for the training should be recognized. It is the intent of this policy to formally establish criteria by which compensation for certificates may be awarded. The purpose of this policy is to provide for uniform standards of practice and procedure. Authorizing Legislation — Approval by the City Manager and subject to and contingent upon City Council approval of an annual budget that funds these benefits and incentives. Policy: The following guidelines shall apply to all departments in administering certification pay programs, which shall be effective from the date above. A. All incentive pay plans, additions, and/or deletions must be reviewed by Human Resources and approved by the Classification and Pay Plan Committee. The City Manager must grant final approval of all incentive pay plan changes prior to implementation. B. All incentive plans are subject to and contingent upon City Council approval of an annual budget that funds these certifications. Incentive pay is provided to all eligible full-time employees as outlined in this policy. In order to receive compensation, the certificate or other documentation must be deemed beneficial to the City as a part of the employee's work responsibilities and must not be a minimum requirement for the employee's position. Should the employee transfer to a department where certification currently held becomes applicable; the employee may then be eligible for certificate pay. Incentive pay shall be forfeited if a transfer places the employee where the certificate is not applicable. Employees shall receive payment as outlined in the schedule below. No employee shall receive more than $250 per month in certificates pay. Academic education pay for an academic degree above the minimum required for the employee's respective position shall be in addition to the maximum certificate pay. Page 1 CERTIFICATE PAY SCHEDULE All full-time, non-exempt employees are eligible to receive pay for certifications achieved beyond the minimum requirements for their position. ADMINISTRATIVE SERVICES — ALL DIVISIONS: Finance - Certified Payroll Professional Human Resources - Certified Professional HR, PHR Occupational Health and Safety Technologist Associate Safety Professional Certified Employee Benefit Specialist Group Benefit Associate Information Technology Microsoft Certified Professional Microsoft Certified System Eng. $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month CITY SECRETARY The Incentive Pay Program compensates employees for the Certification obtained through Texas Municipal Clerks Association, Inc. Texas Municipal Clerk's 1st Certificate $40.00 Per Month Texas Municipal Clerk's 2nd Certificate $80.00 Per Month Texas Municipal Clerk's 3rd Certificate $120.00 Per Month Certified Texas Municipal Clerk (4th Certificate) $160.00 Per Month (Not Cumulative) IIMC Certificate $80.00 Per Month IIMC Master Certificate $120.00 Per Month (Not Cumulative) ADMINISTRATIVE ASSISTANTS Secretarial and clerical employees will be compensated for Certifications obtained through the International Association of Administrative Professionals (IAAP). Certified Professional Secretary (CPS) Certified Administrative Professional (CAP) (advanced) COMMUNITY DEVELOPMENT $50 Per Month $75 Per Month Page 2 The Incentive Pay Program is based on the certifications available from the International Code Council. Building Inspector $25.00 Per Month Coastal Construction Inspector $25.00 Per Month Residential Electrical Inspector $25.00 Per Month Commercial Electrical Inspector $25.00 Per Month Plumbing Inspector $25.00 Per Month Mechanical Inspector $25.00 Per Month Building Plan Examiner $25.00 Per Month Electrical Plan Examiner $25.00 Per Month Plumbing Plan Examiner $25.00 Per Month Mechanical Plan Examiner $25.00 Per Month Certified Floodplain Manager $25.00 Per Month Permit Technician $25.00 Per Month Combination Dwelling Inspection $25.00 Per Month Accessibility Inspector/Plans Examiner $25.00 Per Month Residential Energy Plans Examiner $25.00 Per Month Residential Energy Plans Examiner/Inspector $25.00 Per Month Commercial Energy Plans Examiner $25.00 Per Month Commercial Energy Inspector $25.00 Per Month Zoning Inspector $25.00 Per Month Certified Building Official $50.00 Per Month Engineer In Training $50.00 Per Month (Cumulative) COMMUNITY SERVICES The Incentive Pay Program compensates employees for the State required license to apply herbicides and pesticides. (Non-commercial Applicator License from Structural Pest Control Board.) Herbicide Pesticide Texas Pool Operator License Certified Arborist (Cumulative) $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month FUZE MARSHAL The Incentive Pay Program tracks the standards and time lines set forth by the Texas Commission on Fire Protection Personnel Standards and Education as follows: Structural Fire Fighter $25.00 per month Fire Inspector $25.00 per month Arson Investigator $25.00 per month Fire Instructor $25.00 per month Hazardous Material Technician $25.00 per month (Cumulative) Intermediate Certification $25.00 per month Advanced Certification $50.00 per month Master Certification $75.00 per month (Not Cumulative) POLICE Page 3 Telecommunication Trainer Hostage Negotiator Swat Team Member Field Training Officer PUBLIC WORKS The Incentive Pay Program compensates employees for the obtained from the Texas Commission. On Environmental Quality Class III-W/W Collection System Only Class II-W/W Collection System Only Class I-W/W Collection System Only Water Class D Water Class C Water Class B Water Class A Wastewater Class D Wastewater Class C Wastewater Class B Wastewater Class A (Cumulative) Mechanics ASE Certification ASE Master Certification Master Heavy Truck Tech Master Heavy Equip Tech (Cumulative) CDL Drivers Class "A" Class `B" Class "C" $25.00 per Month $25.00 per Month $25.00 per Month $25.00 per Month level of Water and/or Sewer Licenses $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month $25.00 Per Month The Incentive Pay Program compensates employees for the State required license to apply herbicides and pesticides. (Non-commercial Applicator License from Structural Pest Control Board.) Herbicide $25.00 Per Month Pesticide $25.00 Per Month General Microsoft Office User Specialist $25.00 Per Month (from Microsoft) Bilingual skills used in support of city activities $50.00 Per Month on a regular and/or routine basis Certified Court Interpreter ((Spanish) State License) $80.00 Per Month Notary Public $25.00 Per Month Page 4 CERTIFICATE ADJUSTMENT The Incentive Pay Program rewards employees for certifications attained to enhance performance of their job duties. All employees eligible for following certificate pay must have successfully completed of their Introductory Period before becoming eligible for the following Certificate. POLICE/FIRE MARSHAL Certification earned through TCLEOSE Intermediate Certification $50.00 Month Advanced Certification $100.00 Month Masters Certification $150.00 Month (Not Cumulative) COMMUNICATION OPERATOR Certification earned through TCLEOSE Intermediate Certification $40.00 per Month Advanced Certification $80.00 per Month (Not Cumulative) ANIMAL CONTROL Certification earned through The Texas Department of State Health Services - Zoonosis Control Animal Control Advanced Certificate $40.00 per Month Animal Control Administrative $80.00 per Month (Not Cumulative) MUNICIPAL COURT Certification earned through the TCCA, TMCEC & TMCA Court Clerk Level I $40.00 per Month Court Clerk Level II $80.00 per Month Court Clerk Level 11I $120.00 per Month (Not Cumulative) ACADEMIC EDUCATION The Academic Education Incentive Program shall reward all full time employees, other than Department Directors, the following amounts per degree from an accredited college or university for those degrees achieved beyond the minimum requirement for their position. The amount paid per degree shall be as follows: Associate Degree Bachelors Post -Graduate Degrees (Not Cumulative) $100.00 Per Month $150.00 Per Month $200.00 Per Month Page 5 Advanced Certifications Advanced Certifications that require a minimum of a Bachelors degree from an accredited college or university, some specific number of years of experience in the field, passing a state or nationality recognized examination, and requiring a minimum amount of continuing education shall be paid $150.00 per month. All full-time employees, other than Department Directors, are eligible for Advanced Certification pay. The Advanced Certification must be directly applicable to the position held and not a minimum requirement of the position. The following is list of advanced certifications but it is not all-inclusive: Certified Public Account (CPA) Certified Government Finance Officer (GFOA) Certified Safety Professional (CSP) Senior Professional Human Resources (SPHR) Professional Engineer (P.E.) Certified Leisure Professional (CLP) Certified Economic Development Specialist (EDC) Registered Professional Land Surveyor Certified Manager (ICMA) Certified Public Manager (TCMA) Certified Planner (AICP) Emergency Management Professional Development Certification Wastewater Class A/Water Class A (combined Certificate) Page 6