HomeMy WebLinkAbout20141080.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 7.000, PERSONNEL
POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Revisions to Section 7.000, Personnel
Policies and Procedures for the Department of Human Services, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Human Services, that the Section 7.000, Personnel Policies
and Procedures for the Department of Human Services Operations Manual be, and hereby are,
approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 7th day of April, A.D., 2014
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO Lc__
ATTEST: co m f,�-la
dacha) '°���, o gla adema es, Chair
Weld County Clerk to the Board
ara Kirkmeyer' Pro Tem/
BY: I,I i I 1' tr. . ,� 1861 f t .•,�`�'� >• �,
De.r ty Clerk to the Boar.►
Prr Si P. Conway
®( ot
APP D AS M:
Mike F e
// William F. Garcia
�f Date of signature vi
CC: fls6 (ST)
His-I4
2014-1080
HR0085
186 MEMORANDUM
E S. DATE: April 2, 2014
VG OLJ N-T Y TO: Douglas Rademacher, Chair, Boyd of County C issioners
{p
FROM: Judy A. Griego, Director, Hum ;iii Ole¢ ➢e iiigr
RE: Revisions to Section 7.000, Ex mpt/Non-Exempt, Weld
County Department of Human Services Operations Manual
Enclosed for Board approval are Revisions to Section 7.000,Personnel Policies and Procedures,
Human Services Operations Manual. These Revisions were reviewed under the Board's March 24,
Work Session, and approved for placement on the Board's Agenda.
This revised policy includes changes that more clearly explain the definition of Exempt and Non-
Exempt employees and provides direction and explanation for both classifications regarding
overtime/compensatory time.
The wording defines the procedure for reporting time for employees and processes related to Off
Standard Work Days/Hours, Flex Time and On-Call. The updates were completed so that employees
clearly understand guidelines and expectations in this area and will work to ensure the Department's
compliance with the federal Fair Labor Standards Act.
We are recommending that the updated language replace the existing language in Section 7.006—
7.008.
Section Citation Title of Section
7.006 Off Standard Work Days—Exempt and Non-Exempt Employees
If you have questions, please give me a call at extension 6510.
2014-1080
7.006 Off Standard Work Days - Exempt and Non-Exempt Employees
Duties of an employee or unit of employees may require unusual work hours or
hours other than the standard County work hours to meet obligations. These
obligations or tasks may be accomplished by working an occasional work day or
days where the work day starts early and finishes early, or starts late and ends
late. For non-exempt employees, the supervisor "adjusts" or assigns work hours
with the employee so that the total number of hours worked per week does not
exceed forty (40) hours.
7.006.1 Regular(Seasonal or Permanent) Off Standard Work Days
Regular Off Standard work days are scheduled when public need requires a
deviation from normal 8:00 to 5:00 office hours. This deviation may last from a
week to several months or a "season." Advance written approval by the
supervisor and the Department Head is required.
7.006.2 Flex Time
"Flex Time," whereby the employee may start work between 7:00 a.m. and 8:00
a.m. and stop work between 4:00 p.m. and 5:00 p.m., is considered part of this
section. Flextime is scheduled one month in advance and must have advance
approval of the supervisor.
With Department Head approval, flexible starting and stopping time within the
standard eight-hour workday may be allowed. Office hours are 8:00 a.m. to 5:00
p.m., Monday through Friday.
The County's first priority is to provide the best public service possible during
normal office hours. Therefore, individual interests or desires must be secondary.
Work schedule changes alter work times but do not affect the forty (40)hour
workweek. Permission to grant work schedule changes must be approved in
writing, Work Schedule Change Request and Authorization Form, by the
Department Head prior to a change in the work schedule. In emergency
situations, work schedule change requests may be authorized by the Department
Head verbally; however, written authorization must follow. The Department
Head may authorize supervisors to grant work schedule changes.
An occasional request to change a work schedule for one day to accommodate a
doctor appointment, etc. may be approved by the supervisor and/or division head.
7.007 Overtime/Compensatory Time Policy
All employees of the Weld County Department of Human Services are public
service employees and thus are expected by the Weld County Board of
Commissioners and the citizens of Weld County to be available to provide
emergency services and perform other necessary and important tasks as needed.
The standard work day is eight (8) hours, 8:00 a.m. to 5:00 p.m., with one hour
off for lunch. The lunch hour may not be used in order to leave early, come in
late or make up for work time missed. The standard workweek is forty (40)
hours, Monday through Friday. For non-exempt employees, "Overtime" is
defined as time worked in excess of(40) forty hours per week. For accounting
purposes, the official workweek is Sunday through Saturday.
It is the policy of the County to keep overtime work to a minimum by
emphasizing efficient work scheduling and use of time within normal work hours.
Should this not be possible and it is found time must be spent on overtime and/or
emergency services,the department will consider other alternatives. Some other
alternatives are off-standard work hours or days for employees or a change in
work priorities. Non-exempt employees are not to work more than forty (40)
hours per week unless approved by the Department Head.
7.007.1 Fair Labor Standards Act-Exempt/Non-Exempt Employees
In accord with the federal Fair Labor Standards Act, employees are classified as
"exempt" and "non-exempt." Exempt employees are not eligible for overtime
pay or for compensatory time off. Non-exempt employees are eligible for
overtime if they work beyond forty (40) hours per week.
Non-exempt employees are not to work more than forty (40) hours per week
unless approved, in advance, by the Director. This approval will only be given in
emergency situations. It is the policy of the Department to keep overtime work to
a minimum by emphasizing efficient work scheduling and use of time within
normal work hours.
A. All non-exempt employees, as classified in accordance with the FLSA, who
work more than forty (40) hours in their established workweek will be
compensated at one and one-half(1'/2) times their regular rate.
B. All overtime must be approved by the Department Head in advance, except in
emergency situations.
C. All non-exempt employees are required to enter their time into PeopleSoft's
Time and Labor system for each pay period. Exempt employees are
responsible for entering their "nonworking" time into this system (i.e.
vacation, sick, personal, etc.) These exempt employees will also, for
FUNDING ALLOCATION PURPOSES ONLY, be responsible for entering
hours worked on each program. These hours are not used for compensation as
your pay is based on your annual compensation, but for grant and program
funding allocations only. Pay cycles may vary but County pay periods will
remain the 16th of the month through the 15th of the next month and payable
on the last working day of the month. These records will be retained for a
period of three (3) years.
D. Compensatory time may be given in lieu of pay with the approval of the
Department Head.
NOTE: Non-exempt employees will be asked to sign an agreement
acknowledging that compensatory time in lieu of cash overtime payment is the
practice for the department. Without this form on file, employees are not to work
any overtime.
E. Exempt employees receive a salary to compensate them for the performance
of all their duties performed and time worked. These employees, as classified
in accordance with the FLSA, do not receive overtime.
F. Nonexempt employees, as classified in accordance with the Federal FLSA,
accrue overtime at the rate of one and one-half(11/2) times for all time worked
over forty (40) hours in a normal workweek. Nonexempt employees will be
paid earned overtime based upon the final hours for the current pay period as
shown on the earning time sheet.
Time worked.
A. All time worked for nonexempt employees will be recorded and paid in
accordance with the FLSA. Questions regarding work time and the FLSA
should be addressed to the Department of Human Resources. Weekly time
sheets are completed by all non-exempt personnel and reviewed weekly by
their supervisor. Time sheets should reflect the exact hours worked for each
day of the pay period.
B. Any paid time not actually worked will not be counted as time worked for
overtime compensation purposes (sick, vacation, holiday, personal leave, etc.).
Travel time for training or work related activities for non-exempt employees is
considered as work time and thus is counted as part of the (40) forty-hour
workweek.
7.007.2 Accountability - Record Keeping
In order to provide consistency of treatment, to conform to County policy, and
provide records for audit review, record keeping is required. A time sheet is
completed weekly by the employee and is reviewed by the immediate supervisor.
Careful supervisory review and daily monitoring are most important to assure
compliance with the Fair Labor Standards Act and to protect both the employee
and the employer.
7.008 On-Call Caseworker providing weekend or holiday coverage
Flexibility may be offered when an On-Call Caseworker is providing weekend or
holiday coverage, with approval of the Department Head.
The intent of this policy is to provide appropriate rest time for emergency or crisis
related service. The Department Head and the County Board reserve the right to
change this policy when the need arises.
7.009 Timesheets for exempt personnel are used for program allocation only, your pay
is based on your annual compensation. Time exceptions such as holiday, vacation
and sick time are entered in Time and Labor for accurate record keeping.
7.010 Attendance
All Weld County offices are open from 8:00 a.m. to 5:00 p.m., (the Department of
Human Services lobby hours are 8:00 a.m. - 4:30 p.m.) Monday through Friday.
The Department may be open longer, or at varying hours as required to meet
public needs. Full-time employees work a forty (40) hour week, not including
scheduled lunch periods.
7.010.1 Breaks
At the supervisor's discretion, employees working four (4) consecutive hours may
be granted one 15-minute break within the four(4) hours if it does not disrupt
workflow. "Smoke Breaks" are considered as part of the fifteen (15) minutes
breaks and cumulative total should not exceed a total of fifteen (15) minutes.
Breaks not taken may not be accumulated or used at the beginning or end of the
day or in conjunction with lunch hours.
7.010.2 Lunch Breaks
The Department provides one hour for lunch. The lunch hour is to allow adequate
time for employees to rest and eat. Employees are not allowed to work through or
shorten their lunch hour in order to leave work early or to make up for time
missed. It is the supervisor's responsibility to ensure that this rule is adhered to.
Hello