1.
POLICY. It is the City of Linwood's policy to schedule an employee's
hours of work to provide the most effective means of accomplishing
the technical and administrative requirements of the City and its
citizens.
2.
PUBLIC WORKS
a.
EXEMPT PERSONNEL are expected to work those hours that are required
in order to perform their duties. Normally that will include the hours
that are scheduled for non-exempt personnel.
b.
NONEXEMPT PERSONNEL'S normal workweek will consist of Monday
through Friday, 8:00 a.m. to 4:30 p.m., inclusive, with 1/2 hour scheduled
for a meal break.
3.
CITY HALL EMPLOYEES
a.
Exempt personnel. Exempt Personnel are
expected to work those hours that are required in order to perform
their duties. Normally that will include the hours that are scheduled
for non-exempt personnel.
b.
Employees hired before August 1, 1993. The normal hours for non-exempt personnel hired before August 1,
1993, will be 9:00 a.m. to 4:00 p.m. with one hour off for lunch.
c.
Employees hired August 1, 1993 or later. The normal hours for non-exempt personnel hired on or after August
1, 1993, will be 9:00 a.m. to 5:00 p.m. with one hour off for lunch.
4.
LIBRARY EMPLOYEES. The normal hours of the library will be those
identified as most suitable to meet the library's particular requirements.
5.
FIRE DEPARTMENT EMPLOYEES. The normal hours of the Fire Department
will be those identified as most suitable to meet the Department's
particular requirements.
6.
REGULATIONS PERTAINING TO OVERTIME FOR OTHER THAN SHIFT EMPLOYEES
a.
Assignment of overtime work.
b.
Computing overtime payment.
i.
The nonexempt employee will receive base pay for the eight hours
of work performed within a scheduled workday and 40 hours within a
payroll week.
ii.
A nonexempt employee will receive his/her base rate of pay plus
premium pay at 1/2 times the base rate in a workday for all hours
worked in excess of eight hours in a workday for all hours worked
in excess of 40 hours within a payroll week.
iii.
Overtime payments will be computed on either the extra hour
worked in one workday or the extra hours worked in one workweek but
not twice for the same hours worked.
iv.
For payroll purposes overtime will be computed at intervals
of 1/4 of one hour.
v.
Paid leave in a week in which overtime is recorded will be considered
as time worked. For example, an employee who works four hours overtime
during a week in which he/she is paid sick leave will be qualified
for four hours of overtime pay in that payroll week.
c.
Overtime meal period. A nonexempt employee
who is scheduled to work at least 10 hours (two or more hours of overtime)
may use up to 30 minutes for a meal. This meal period should be taken
at the beginning of overtime hours. However the 30 minutes will not
be added to the overtime hours worked if the employee does not use
the evening meal.
d.
Emergency call-in pay.
i.
Emergency call-in refers to those unscheduled instances where
non-exempt employees report to work on request, either outside of
regular work hours or on a scheduled day off.
ii.
Emergency call-in does not include instances where the work
to be performed is planned in advance and the employee is given prior
notice of the schedule.
iii.
When a nonexempt employee is called in and reports to work outside
his regularly scheduled hours of work, the employee will receive a
minimum credit of four hours for call-in, subject to the following:
(a)
The employee actually worked less than four hours
during the emergency call in.
(b)
The employee will receive the entire four-hour
call-in credit, which will be considered as hours worked and will
therefore result in compensation at time and one-half, provided that
the work did not continue into the normal work schedule.
(c)
For example, if the employee has worked eight hours,
Monday through Friday, and is called in to work from 8:00 p.m. to
10:00 p.m. Friday evening, the employee will receive the minimum four
hours call-in credit, and the following payment for that payroll week
will be: 40 hours at regular time and four hours at overtime rate
(1 1/2 times).
e.
Temporary supervisory.
i.
When a nonexempt employee is temporarily assigned to a supervisory
position for a period of five or more consecutive workdays, the employee
will be eligible for an additional 10% of the base rate of pay for
all hours worked during the period of the temporary assignment. If
a holiday occurs during the period of temporary assignment, the employee
will be granted temporary supervisors pay for the holiday.
ii.
Temporary supervisory responsibilities include planning, directing
assigning and reviewing the work of others.
f.
Temporary higher level. When a nonexempt
employee is temporarily assigned to a higher level position for a
period of four consecutive weeks or more, the employee will be eligible
for an additional 10% of the base rate of pay for all hours during
the period of temporary assignment.
g.
Work performed on holidays or during administrative
closing. The compensation practices specified for holidays
will apply. The compensation practices specified in policy and procedures
regarding administrative closing of City facilities will apply when
a nonexempt employee performs work after administrative closing due
to weather conditions, power failure or other emergencies resulting
in closing of City facilities by administrative decision.
7.
POLICE DEPARTMENT
a.
Policy. It is the City's policy when
the need arises within the Police Department to use the services of
a Matron while processing a female arrestee as mandated by the Atlantic
County Prosecutor's Office as well as New Jersey State Law.
b.
Regulations. A Linwood Police Department
Overtime Report will designate a four-hour minimum and those hours
over and above the four-hour minimum on an hour-for-hour basis.
i.
When the matron is notified to report, the employee will receive
four-hour minimum pay.
ii.
Duties include but are not limited to searching female prisoners
for weapons or contraband and the employee will accompany transport
of prisoner to jail.
iii.
Rate of pay will be established within the approved salary resolution.
[Amended 4-23-2003 by Ord. No. 11-2003]
1.
Policy. The City will maintain accurate records
of hours of work and absences in order to meet City government reporting
requirements and to comply with the provisions of the Fair Labor Standards
Act (Wage and Hour Law) pertaining to nonexempt employees.
2.
Responsibilities.
a.
The City Clerk will provide information and interpretation regarding
the correct method of recording hours on time reports. The City Clerk
and Treasurer will maintain a list of employees authorized to approve
time reports.
b.
Employees will complete the applicable time reports on a daily
basis. Employees will keep time reports in an accessible location.
3.
Regulations. Absence codes. Refer to Exhibit
1 for a complete listing of absence codes and references to specific
policies and procedures.[1] In addition, the following provisions apply to the codes
indicated:
a.
"E" excused City code. "E" time to be used only by exempt employees
to indicate regular workday hours (refer to, policy and procedure,
hours of work) for which the employee is excused from work with pay
for reasons not covered elsewhere in this policy and procedure.
i.
Code "E" is to be used only when, in the opinion of the supervisor,
such absence is warranted as a result of fatigue or for personal matters
that have been neglected as a direct result of the exempt employee's
extended work schedule, i.e., working after hours, Saturday, Sunday
or holidays. The employee's supervisor and the Administrator must
approve absence of this time. This code should not be used in conjunction
with or to extend vacation, holiday or other paid absence periods.
ii.
Under no circumstance is this type of absence to be construed
as a right, nor can it be interpreted or administered as compensatory
time, i.e., time equal to the extra hours worked, since exempt salaried
employees are expected to work any reasonable number of hours required
to perform their jobs.
b.
"P" excused personal code (detailed in policy and procedure,
absence for urgent personal business).
c.
"U" unauthorized unpaid absence.
i.
This code is to be used in those cases when an employee is absent
without approval of the supervisor. It may be used for fractions of
days by nonexempt employees but only one full day or more by exempt
employees.
ii.
The use of Code "U" requires immediate notification to the appropriate
Council representative, in order that a timely investigation of the
absence can be made. The responsible Council representative and the
employee's department head will take any action jointly. An employee
absent for three consecutive "U" days will automatically be suspended.
d.
"L" time leave without pay. Use of Code "L" cannot exceed five
consecutive days. When the employee wishes to remain on unpaid leave
in excess of five days, the procedure for leave of absence must be
followed.
[1]
Editor's Note: Exhibit 1 is on file in the City offices.
4.
PROCEDURES.
a.
All personnel.
ii.
HOURS WORKED.
(a)
Each nonexempt employee must accurately account
for at least six hours of every workday by charging time directly
to a department or absence code. All hours worked, including travel
time while in travel status, must be recorded.
(b)
The hours worked during the regular workday will
be entered under the column "Reg. Hrs." for the applicable day. Hours
worked in excess of the employee's normal workday will be entered
under the column "Other Hrs." and charged, to the appropriate department
for the applicable day. A department number will be shown in the column
"Department No." or "Absence."
(c)
The corrected time report must be submitted to
the accounting office when changes in the original time report are
required. Changes affecting an employee's pay will appear in the paycheck
of the following pay period.
(d)
Exempt. Time will be recorded by exempt employees
by indicating "Present" or "Not" for each workday.
(e)
Nonexempt. Time will be recorded for nonexempt
employees to the nearest quarter hour using 7 1/2 minutes as
the breakpoint. This is essential from a City policy standpoint and
to meet the requirements established by the Fair Labor Standards Act
(Wage and Hour Law).
iii.
EMPLOYEE SIGNATURE. At the completion of each workweek, the
employee will sign the time report and submit it to the supervisor
for approval. Supervisors will check time reports for all employees
under their supervision. The supervisors will complete a time report
for an employee who is absent. Department heads will approve their
own time report.
iv.
OVERTIME (nonexempt employees). All authorized overtime will
be entered under the "other hours" column for the applicable day.
The supervisor will indicate approval for payment by entering his
or her initials on the time report in the overtime column for the
applicable day. (If overtime is not authorized, the supervisor will
make an appropriate notation on the time report.)
v.
CALL-IN. When a nonexempt employee is called to work beyond
the regularly scheduled hours of work (emergency call-in), the number
of hours actually worked will be entered on the time report. In addition,
the words "call-in" and the supervisor's initials should appear in
the column for that particular day. (Refer to policy and procedure,
premium pay for nonexempt employees, for additional provisions pertaining
to call-in pay.)
vi.
TRAVEL. Policy and procedure, travel, specifies that the hours
involved in travel, on City business, are considered to be hours worked
for compensation purposes.
b.
Accounting Office receipt of time reports. The department heads will see that all time reports are delivered
to the accounting office no later than 10:00 a.m. Monday after the
work week unless that is a paid holiday.
1.
POLICY. It is the City's policy to provide an employee who has sustained
an occupational injury an income that will supplement the worker's
compensation payment in accordance with these provisions.
2.
REGULATIONS. Code "I" (industrial accident) will be used on the time
report to designate a paid occupational injury absence.
a.
During an occupational injury absence, the employee will receive
the difference between the regular City salary and the payments from
worker's compensation insurance.
b.
In the event that payment for Workers Compensation is sent directly
to the employee, the employee must immediately notify the payroll
department. Arrangements will be made to adjust the employee's total
income according to subparagraph "a" just above.
1.
POLICY. It is the City's policy to provide health care protection
to its employees. Nothing set out herein, however, compels the City
to continue providing the coverage described herein. The City specifically
reserves the right to change at any time the conditions covered by
insurance, the provider of the insurance, the extent, if any, of family
coverage, and the extent to which the City contributes to the coverage.
2.
COVERAGE. Until such time as Council changes the coverage by resolution,
full-time employees will receive health and prescription under the
State Health Benefits Plan; Delta Dental; optical; as well as life
insurance coverage.
[Amended 10-22-2008 by Ord. No. 21-2008]
a.
Employees hired before adoption. Full-time
employees whose employment commenced prior to passage of the ordinance
that adopts these rules will receive the coverage for themselves and
their families, at City expense.
b.
Employees hired after adoption. Full-time
employees whose employment commenced after passage of the ordinance
that adopts these rules will receive the coverage for themselves at
City expense. If they wish coverage for other members of their family,
they may obtain it, and they will contribute 60% of the cost of the
additional coverage, and the City will contribute 40% of the cost
of the additional coverage, with a monthly maximum not to exceed $100.
[Amended 3-10-2010 by Ord. No. 6-2010]
3.
WAIVER OF COVERAGE. Full-time employees who choose to withdraw or
not enroll in health coverage with the City shall receive $1,200,
payable each calendar year. However, all full-time employees who were
receiving $2,500 per calendar year for withdrawing from single coverage
and all full-time employees who were receiving $5,000 per calendar
year for withdrawing from family coverage as of June 10, 2009, shall
be permitted to continue to receive those amounts, subject to future
review, modification and revision. In any case, all such payments
shall end immediately upon an employee's termination from employment
with the City, regardless of the reason for such termination.
[Added 6-10-2009 by Ord.
No. 9-2009; amended 10-28-2009 by Ord. No. 14-2009]
[Amended 5-9-2012 by Ord.
No. 9-2012]
Each full-time employee, employed as of January 1, 2012, and
qualified to receive longevity pay as of that date, covered by this
manual shall be paid, in addition to his/her annual base salary, additional
compensation based upon the length of service as of January 1, 2012,
and determined according to the schedule as shown in the salary ordinance
for each pertinent year. However, all longevity pay for current employees
shall be frozen at the level of service effective January 1, 2012,
and no new employee or current employee who has not reached a level
of service whereby he or she is entitled to longevity pay as of that
date shall be paid longevity, nor shall said employees be entitled
to longevity pay at any time in the future.
1.
POLICY. It is the City of Linwood's policy to encourage and to award
education of its employees by paying part of the cost for post-secondary
education undertaken while in the City's employ, and by reimbursing
the employee for part of the cost of such education, and by paying
a bonus above and beyond the employee's base salary based upon the
amount of credits and/or degrees earned.
2.
REGULATIONS.
a.
Reimbursement.
i.
The City shall reimburse the cost of tuition for the employee
who enrolls in courses in accredited institutions of higher learning
provided that the course, credit and noncredit, in which they enroll
shall bear a direct relationship to their present work assignment
and shall be approved by the department head, Council Representative
and the City, which approval will not be unreasonably withheld. The
City shall pay tuition fees for vocational schools provided that the
same conditions applicable to courses at intuitions of higher leaning
apply. The rate of reimbursement shall not exceed $50 per course credit
together with the cost of the books necessary to obtain said credit,
and will be made only for courses taken during the course of the employee's
employment by the City.
ii.
The number of credits per year for which an employee shall be
reimbursed shall not exceed 20. Said reimbursement shall be paid to
the employee within 60 days after the employee has proved evidence
that he/she passed the course with an "A," "B," or "C," or a "P" in
a "P/F" course.
iii.
The employee further agrees that he/she must continue within
the employ of the City of Linwood for at least one year after he/she
receives reimbursement from the City for the credits attained, and
in the event that the employee leaves the employ of the City of Linwood
prior to one year after receiving said reimbursement, the employee
shall be required to reimburse the City for any reimbursement paid
by the City for credits attained within the period of one year prior
to his/her leaving the employ of the City, and the City shall have
the further right to deduct the sum from the last paycheck of the
employee about to leave the employ of the City.
[Added 6-10-2009 by Ord.
No. 9-2009]
b.
Bonus. As an additional incentive for
education of the employees of the City, the City shall pay the following
bonuses, which shall be included as part of the salary of the employees
who have attained them.
[Amended 2-9-2005 by Ord.
No. 1-2005]
|
Number of Credits
|
Allowance
|
|---|---|
|
16
|
$200
|
|
17 to 32
|
$250
|
|
33 to 64
|
$550
|
|
Associate Degree, or 96 credits
|
$800
|
|
Associate Degree plus 64 credits, or 128 credits
|
$1,000
|
|
Bachelor's Degree
|
$1,250
|
|
Master's Degree
|
$1,400
|
|
The employee has the option to have this allowance paid as part
of salary or in the lump sum at the end of the year. However, all
allowances are conditioned upon the direct relationship between the
credits received and the employee's present work assignment. There
shall be no retroactive application of this benefit.
|
3.
NEW JERSEY STATE PROFESSIONAL CERTIFICATION. The City of Linwood
shall pay the tuition costs to obtain New Jersey State professional
certification as it bears a direct relationship to their present work
assignment and shall be approved by the department head, Council representative
and the City, which approval will not be unreasonably withheld.
[Added 6-10-2009 by Ord.
No. 9-2009]
a.
Reimbursement.
i.
Failure to obtain a passing grade of 80 or higher, shall require
the employee to reimburse the City for said course.
ii.
The employee further agrees that he/she must continue within
the employ of the City of Linwood for at least one year after successful
completion of the state professional certification, and in the event
that the employee leaves the employ of the City of Linwood prior to
one year, the employee shall be required to reimburse the City for
any costs paid by the City for said certification attained within
the period of one year prior to his/her leaving the employ of the
City, and the City shall have the further right to deduct the sum
from the last paycheck of the employee about to leave the employ of
the City.
1.
POLICY.
[Amended 3-14-2001 by Res. No. 59-2001]
a.
It is the policy of the City of Linwood, Government consistent
with the Fair Labor Standards Act, to permit the utilization of compensatory
time to those employees covered under a collective bargaining agreement
only.
2.
PROCEDURE.
a.
Management employees. Management/Professional
employees shall not accrue compensatory time. Management/professional
employees should refer to their applicable benefit package to ascertain
overtime entitlement.
b.
Collective bargaining. Employees covered
by a collective bargaining agreement should refer to their respective
contract to ascertain the appropriate overtime/compensatory time entitlement.
c.
Other employees. All other City employees
not covered under paragraph a or b in this section shall not be entitled
to accrue compensatory time. Authorized overtime shall be paid according
to the Fair Labor Standards Act guidelines.
d.
Unauthorized overtime. Working unauthorized
overtime shall be grounds for disciplinary action against the employee.
