City of Woodbury, NJ
Gloucester County
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Table of Contents
Table of Contents
A. 
These policies cover nonunion employees. They also cover union employees to the extent that their collective bargaining agreements do not cover these issues.
B. 
It is the policy of the City and the purpose of this plan to establish a compensation system that will allow the City to effectively compete for qualified personnel and to ensure that salaries are equitable and commensurate with the duties performed by each employee.
C. 
A salary ordinance shall be adopted annually by the City Council and shall apply to all employees. Longevity payments may be authorized in the annual salary ordinance.
D. 
Employees covered by labor contract shall be compensated as referenced in the collective bargaining agreement. Copies are available for review in the City Clerk's Office.
[Amended 9-22-2015 by Ord. No. 2237-15; 9-27-2016 by Ord. No. 2253-16]
A. 
Salary ranges are established by ordinance, and the salary must fall within the minimum and maximum ranges for the employee's title. Employees are paid every two weeks, with overtime being held back for one to two weeks in order to compute payment of the amount due.
B. 
The City will not accept responsibility for any employee's personal finances. The City will acknowledge judgments against an employee's pay, but will not act as a mediator between the employee and creditors.
C. 
If a pay day falls on a holiday, the day of pay shall be the last working day preceding the normal pay day, with the exception of New Year's Day, when payment will be made on the next succeeding business day.
D. 
It is the employee's responsibility to maintain current payroll deduction information with the Finance Department.
E. 
Employees wishing to add or change their payroll deductions should contact the Payroll office.
A. 
Under the Federal Fair Labor Standards Act, certain employees in managerial, supervisory, administrative, computer or professional positions are exempt from the provisions of the Act. There are also employees who may be exempt because their compensation exceeds $100,000 per year depending upon their job duties. If an employee is exempt from the provisions of the Act, it will be duly noted in the job description for that position. Exempt employees are not eligible to receive overtime compensation and are required to work the normal workweek and any additional hours needed to fulfill their responsibilities. Time off consideration for large amounts of additional hours may be provided with the City Administrator's prior approval and at the sole discretion of the City Administrator.
B. 
All other employees are classified as nonexempt and are subject to the provisions of the Act. Depending on work needs, nonexempt employees may be required to work overtime. Nonexempt employees are not permitted to work overtime unless the overtime is budgeted and approved by the department head and the City Administrator. Nonexempt employees working overtime without prior approval will be subject to disciplinary action.
C. 
Nonexempt employees will receive overtime compensation for hours worked in excess of 40 in a weekly period. Employees will receive overtime compensation in the form of overtime pay at their regular hourly salary.
D. 
Nonexempt employees will receive 1 1/2 hours of overtime compensation for each hour worked in excess of 40 hours in a weekly period. For purposes of overtime compensation, hours worked are computed to the nearest one-quarter hour per day. Previously scheduled vacation time and holiday time are considered time worked for purposes of determining overtime compensation, but sick time and personal time are not.
E. 
In addition to the requirements of the Federal Fair Labor Standards Act, nonexempt employees will also receive overtime compensation for work in excess of 35 hours but not greater than 40 hours in a weekly period. This other compensation will be one hour for each hour worked in excess of 35 hours.
F. 
The provisions of the annual salary ordinance shall govern pertaining to the authorization and payment of overtime for nonunion employees. Union employees receive overtime pay in accordance with their labor agreement. Department heads are the authorized authority for the approval of overtime requests. It shall be the responsibility of each department head to equitably administer the provisions of this policy within their respective departments. Department heads shall ensure that all overtime earned is recorded on the employee's time card as it occurs. Department heads will exercise extreme discretion in the utilization of overtime within their departments. Temporary adjustments in working hours or realignment of duties within the department should be considered as alternatives to the use of overtime. Overtime shall be considered necessary only in emergency situations, wherein additional effort is needed to complete a task which is critical in nature.
G. 
Timesheets.
[Added 4-22-2014 by Ord. No. 2202-14]
(1) 
Nonexempt employees are required to accurately record their work time on the designated time record, sign it and turn into his/her supervisor. Nonexempt employees and exempt employees are required to report their sick time, vacation time and holiday time on the designated time record. Nonexempt and exempt employees should turn the time record into his/her supervisor.
(2) 
The supervisor shall review the record for accuracy and approve it and submit it to the designated payroll representative.
H. 
Payment for accumulated absence.
[Added 4-22-2014 by Ord. No. 2202-14]
(1) 
To the extent that a local ordinance, collective bargaining agreement, or an employment agreement provides for the payment of compensation for pay while absent from work, the City shall only make such payment if the Chief Financial Officer or Executive Director certifies that such amount is due and that proper documentation establishing that the amount of the accumulated absence has been provided and funds are available to pay. Proper documentation includes:
(a) 
A copy of the agreement, ordinance and/or resolution;
(b) 
Documentation of the amount of accumulated absence time; and
(c) 
The total value of the compensation due.
(2) 
Nothing in this section grants employees compensation for absences from work.
[Amended 12-27-2010 by Ord. No. 2127-10; 4-22-2014 by Ord. No. 2202-14]
The following is an example of a typical policy. Members should review closely with their actual plan.
A. 
Regular full-time employees and their eligible dependents, including civil union partner, are provided health insurance coverage administered by an authorized insurer. The City reserves the right to change provider networks, claims agents, and insurance mechanisms (fully insured versus health insurance fund, for example). The complete benefit plan is on file in the Deputy Clerk's office and a Summary Plan Description will be provided to all employees. Benefit levels for nonunionized employees are subject to change at the discretion of the City.
B. 
Health insurance coverage for employees on a Leave of Absence or who cease City employment will terminate at the end of the month in which the leave begins or employment is terminated except coverage will continue for up to 12 weeks for employees on leave pursuant to the Family and Medical Leave Act and up to 30 weeks for employees on Military Leave. Upon termination of coverage, employees may extend health insurance coverage for themselves or their dependents by taking advantage of the Consolidated Omnibus Budget Reconciliation Act (COBRA) provision for a period of up to 18 months to 36 months. All newly hired employees and their spouses shall receive a notice of COBRA rights upon being hired. For more information, consult the Deputy Clerk.
C. 
Retirement.
(1) 
Beginning on January 1, 2017, only those employees who have retired after 25 years of full-time service to the City may continue to receive paid health insurance coverage on the City health insurance plan offered to active employees. Employees receiving retiree health benefits must notify the Finance Department in writing, with proof of enrollment, when they become eligible for Medicare Parts A and B at which time City coverage will continue but shall be secondary to Medicare. Failure to enroll in Medicare within 60 days of becoming eligible may result in an interruption of benefits. Enrollment cards are available from the Finance Department. It is the employee's responsibility to notify the Finance Department of any change in dependent status by completing updated enrollment cards. Only those employees who have retired in good standing after completing 25 years of employment with the City of Woodbury prior to July 1, 1997, may be eligible for reimbursement of Medicare Part B costs.
[Amended 12-27-2016 by Ord. No. 2256-16]
(2) 
All eligible employees hired after January 1, 2014, will, upon retirement with the City, be eligible for single benefits only.
D. 
Prescription and dental plans. All nonbargaining unit employees, who otherwise qualify for health benefits, are eligible for prescription drug and dental coverage as described in the plan document on file with the City Clerk.
The City is a covered employer under the Unemployment Compensation Law. The basic objective of the program is to provide a partial replacement of wages for its employees during short periods of involuntary unemployment. The program is financed completely by the City and the employee. To be eligible for unemployment compensation, a voluntary quit must have left employment for a "good cause" reason. Reasons establishing eligibility for unemployment compensation are available from the State Employment Security Office. The City may contest the claim of an employee who quits without good cause or who quits for other reasons.
[Added 5-29-2012 by Ord. No. 2162-12]
Chapter 78, P.L. 2011, the Pension and Health Benefit Reform Law, requires local government and local education employers to offer Section 125 plans to their employees. See the Payroll Office for more information regarding the City’s Section 125 plan available.
Under state law, all employees must enroll in the New Jersey Public Employees Retirement System or the Police and Fire Fighters Retirement System or the Defined Contribution Retirement Program, as applicable. The employee's contribution to the plan will be deducted from the employee's pay. An employee who has completed the required number of years and who has reached the required age under the plan may retire by notifying the department head in writing. The state retirement plans request six months' advance notice to process the application. After giving notice of retirement, employees are expected to assist their supervisor and co-employees by providing information concerning their current projects and help in the training of a replacement. The department head will advise the City Administrator of the pending retirement. A COBRA notification letter will be sent to the employee's home address. On the last day of work, and prior to receiving the final paycheck, the employee must return the employee identification card, all keys and equipment.
A. 
Employees who suffer job-related injuries and illnesses may be entitled to medical treatment, lost income and other compensation under the New Jersey Workers' Compensation Act. The City covers workers' compensation benefits through its membership in a joint insurance fund. Any occupational injury or illness must be immediately reported to the supervisor or department head. All required medical treatment must be performed by a workers' compensation physician appointed by the joint insurance fund or the City, and payment for unauthorized medical treatment may not be covered pursuant to the Act.
B. 
Unless explicitly provided for in a bargaining agreement, the City will only pay, either directly or through its workers' compensation insurer, those benefits that are specifically provided for under the Workers' Compensation Act and will not supplement these benefits with additional benefits pursuant to N.J.S.A. 11A:6-8.
[Added 4-22-2014 by Ord. No. 2202-14]
[Amended 9-27-2016 by Ord. No. 2253-16]
United Way maintains a community service hotline telephone number, which can be used by our employees whenever assistance is required by dialing 211. The Addiction Hotline toll-free number is 800-238-2333.
A. 
Subject to sufficient funds in the budget and upon approval of the department head, employees may apply to the City Administrator for reimbursement of tuition expenses incurred for training or college courses directly related to the employee's work. The City Administrator will be the sole judge of whether a particular course or program is "directly related" to the employee's work. Employees must obtain this determination before enrolling in a course or program.
B. 
Employees are encouraged to continue their formal education through participation in off-duty/nonworking hours educational programs. Reimbursement for educational expenses incurred by such participation may be granted for job-related courses with prior written approval of the City Administrator, provided funds have been budgeted for such reimbursement.
C. 
The City may pay the tuition cost in advance, or employees may receive reimbursement for up to 100% of the tuition cost for training or college courses that they take on their own initiative. The tuition cost must be repaid if the employee leaves City employment within 24 months of completion of the training. When enrollment for short training courses or seminars is requested by the City, employees will receive full reimbursement, or the City may pay the tuition cost in advance.
[Amended 9-27-2016 by Ord. No. 2253-16]
D. 
Any reimbursement shall only be after successful completion of the course/program. Successful completion shall be defined as receipt of a certificate of satisfactory completion or a grade of C (2.0 grade point) or better in the case of academically rated courses (or attainment of pass in a pass/fail grading system). Approval for tuition reimbursement shall only be allowed for courses offered by accredited colleges, universities or vocational training institutes.
E. 
Request for reimbursement must be made within 30 days following the completion of the course of study. Training reimbursement is generally available to only those employees who have successfully completed the employee's designated probation period.
F. 
Consideration of employee requests for tuition reimbursement is dependent upon budgetary constraints and the recommendation of that employee's department head. Time spent in attendance at these courses does not count as time worked for purposes of overtime calculation.
G. 
Employees who acquire training on their own time and expense are encouraged to notify the City Administrator so the information can be noted in the employee's personnel file. The City Administrator shall periodically audit training attendance and policy compliance.
H. 
Compensatory time will not be granted for any training or education assistance which occurs outside normal working hours, unless prior written authorization is given by the City Administrator.
[Added 4-22-2014 by Ord. No. 2202-14]
A. 
Requests to attend a conference or seminar must be approved by the department head. Requests shall be made sufficiently in advance to take advantage of discounts for early registration, and must be submitted to the department head at least 30 days before the event. Requests must be in writing including the conference schedule, registration information and estimated costs. The department head is responsible to detail all training requests during the budget formulation process. Approval of any conference or seminar request is conditioned upon the availability of funds.
B. 
As addressed by this policy, "training" is defined as any work-related program, seminar, conference, convention, course or workshop attended by an employee whose tuition and expenses are funded in whole or in part by the City or while the employee is in a paid status with the City. The tuition cost must be repaid if the employee leaves City employment within 24 months of completion of the training.
[Amended 9-27-2016 by Ord. No. 2253-16]
(1) 
It is the policy of the City to encourage and coordinate training opportunities for employees and supervisors in order that services rendered to the City will be more efficient and effective.
(2) 
Attendance at training programs will be approved at the department head level, except as follows:
(a) 
Attendance at a training program involving out-of-state travel by an employee requires approval by the City Administrator prior to registration.
(b) 
Attendance at any program or course work, the cost of which exceeds $200 (in registration, travel, meals and lodging cost) requires approval by the department head prior to registration.
(3) 
All outside training and conference attendance shall be processed on City requisition with original receipts attached.
It is the policy of the City to reimburse employees for reasonable and necessary expenditures made by employees while on official City business. All expenses must be itemized if applicable. Claims for reimbursement of travel expenses, other than mileage, shall be accompanied by invoices and/or receipts showing proof of payment of such claims.
A. 
Overnight trips must be preapproved by the City Administrator.
[Amended 9-27-2016 by Ord. No. 2253-16]
(1) 
Lodging, hotel and motel expenses will be reimbursed on completion of authorized travel upon submittal of proper claim. A reasonable class of accommodation shall be selected where choice is available. The single rate should be clearly indicated on all receipts.
(2) 
Meals. Meal reimbursements for all overnight trips are to be itemized on proper requisition form. Reimbursement for actual expense is not to exceed a total of $50 per day.
[Amended 4-22-2014 by Ord. No. 2202-14]
B. 
Mileage allowance.
(1) 
Employees who utilize their personal vehicles on travel assignments will be reimbursed at the rate established under the then-existing regulation of the Internal Revenue Service. Each employee who drives a private vehicle on City business must have liability insurance on said vehicle.
(2) 
When two or more employees are attending the same seminar, convention, or meeting, carpooling shall be practiced. The actual odometer reading from City Hall to destination and return to City Hall will be used, or the actual mileage traveled, whichever is less.
(3) 
If an employee for his or her own convenience travels by an indirect route or interrupts travel by the most economical route, the employee shall bear any extra expense involved. Reimbursement for such travel shall be for only that part of the expense as would have been necessary in order to travel.
(4) 
Out-of-state travel requires prior approval by the City Administrator.
C. 
Local travel and expenses.
(1) 
Local mileage. No mileage will be paid for commuting from an employee's personal residence to City Hall or a work station.
(2) 
Local meals. Reimbursement for meals will be allowed only where the employee is attending a seminar or conference as a representative of the City for a specific purpose, or where the employee's attendance will directly benefit the City. No reimbursement will be allowed for meetings which are of a social nature. The request for reimbursement of local meals should including the following information:
(a) 
Date.
(b) 
Place.
(c) 
Meeting attended.
(d) 
Specific reason for attendance.
D. 
Parking fees and tolls will be reimbursed by actual cost and receipts shall be presented.
E. 
If an employee reimbursement is necessary, the reimbursement will be handled by the Finance Department after the requisition form is turned in and approved on the monthly bill list.
F. 
Nonallowable expenses.
(1) 
Laundry, cleaning, or valet services (except of trips of over one week duration).
(2) 
Tobacco.
(3) 
Alcoholic beverages.
(4) 
Entertainment.
(5) 
Personal telephone calls to home.
(6) 
First-class travel accommodations when economy or coach class are available.
(7) 
Meals and lodging in lieu of other meals and/or lodging the expense of which is included in the registration fee.
(8) 
Fines, forfeitures or penalties.
(9) 
Rental vehicles except as preapproved by the City Administrator.
(10) 
Expenses of a spouse or other nonemployee.
(11) 
Loss or damage to personal property.
(12) 
Barber, beauty parlor, shoe shine or toiletries.
(13) 
Personal postage.