A copy of the policy manual

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CITY OF SAVANNAH POLICY MANUAL UMAN RESOURCES

Policy Number:Effective Date:Revision Date:Revision Date #2:Revision Date #3Revision Date #4Revision Date #5Revision Date #6Revision Date #7Revision Date #8Revision Date #9Revision Date #10Authority:

HR-010April 15, 1986A pril 14. 1998January 1, 2001November, 2002January 1, 2005July 25, 2005August 21, 2006January 1, 2007Novem ber 2, 2009June 28, 2012September 8, 2013City Manager

PAY

I. PURPOSE:

To outline and explain the City of Savannah's pay policy as it applies to all classes ofemployees. To establish and maintain policies that are fair and consistent with applicabfederal, state and other laws governing pay .

II. DEFINITIONS:

FLSA -air Labor Standards

Act, federal law adm inistered by the U. S. Departmen t ofLabor, W age and Ho ur Division, to establish and regulate minimum wage rates, overtime prequiremen ts, equal pay standards, child labor restrictions an d record-keeping.

Exempt employees n ot covered by the ov ertime provision of the FLSA including elected oappointed officials, advisors to officeholders with respect to the constitutional or legalpowers of his/her office, employees m eeting the FLSA 's definition of professional, executivor administrative classifications, and seasonal employees.

Nonexempt any em ployee covered under the FLSA not exemp ted by definition from theAct.

Reclassification reallocation of an emp loyee or position to a different classification after astudy has been conducted by the Hum an Resources D epartment validating the necessity fthe chang e in classification.

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Compensatory Time time off with pay that is granted to employees for workingovertime hours.

Pay for Performance a lump sum paymen t to enhance and reward performance and skillsdevelopment. Designed at the bureau or department level to best fit the department's need

General Wage Increase a general increase to reflect the cost of living and com parablemarket rates. The granting and timingof the increase is determined each year and theamount of the increase may be driven by budget demands.

Mandatory On-Call Responder Status during periods for which there is no generalcomm unity wide emergency, an employee w ho has been designated as provided in this polito respond to situations during non-regular work hours, is considered in Man datory On-CaResp onder Status if all of the following conditions are met:

The period of being in Man datory On-Call Responder Status is scheduled,temporaryand for a duration of at least one week.

The em ployee is provided with a pager or other similar comm unication device and irequired to respond within 15 minu tes.

The em ployee is required to report to a specified emergency work site within one hour notification in a ready-to-work condition.

The em ployee is subject to disciplinary action if heishe fails to respond or report to thwork site, as required above.

III. PO LICY:

A. Pay Plan:

1. The City's pay plan is designed to give comparable pay for com parable work andcomply with the requirements of FLSA. T he pay plan consists of classificationsand pay grades o rganized in a schedule of allocations. The pay grades inc ludeminimum and m aximum rates of pay. The schedule of allocations assigns eachclassification to a pay grade. All positions in the same classification shall beassigned to the same pay grade.

2. The position classification and grade is established through a point-factorevaluation system , which assigns points based on a se t of universal criteria. Usinestablished factors, the duties of positions are evaluated on criteria such as

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knowledge required, supervisory controls, guidelines, complexity, scope and effectpersonal contact, purpose of contact, physical deman ds, work environm ent, andsupervisory and management responsibility. A quantitative score is thenestablished, which places the po sition in the appropriate pay grade.

B. Pay Increases:

General W age Increase:A general wage increase m ay be distributed each year, iffunds are available and allocated by City Council. The schedule is to distribute theincrease in January; however, this date may be adjusted by City Council ifnecessa ry for budget reason s. The City w ill strive to reflect the cost of living an dcomparable market rates; however, the amount may also be driven by budgetdeman ds. If a general wage increase is approved, it may be distributed as a stepincrease or a wag e scale adjustmen t. Typically, the increase will be applied to thebase pay of each em ployee receiving the increase. Em ployees at the m aximum ofthe pay grade, or outside the grade and step for their position, will receive theincrease as a lump sum payment.

2. Pay for Performance:This paym ent is intended to enhance and rewardexceptionalperforman ce and skills in order to continuously im prove service delivery. Thiselement of the pa y system is designed at the department or bureau level to best fitthe department's or bureau's needs. Every year each department is allocated 2.5%of budgeted salaries for this paymen t. This is normally awarded in A pril of eachyear for the previous year. It is awarded based on employees' performance and/orskills against the performan ce and/or skills criteria for their position during thprevious calendar year (January through Decem ber), known as the plan year .

Lump sum payments are counted toward retirement and overtime calculationsEm ployees must be em ployed on the date the paym ent is effective to be eligible.Pay for Performance is not a pay entitlemen t and must be earned by the employeein accordan ce with the plan criteria.

a. If an employee m oves to new position or department during the plan year, anassessment of the employee's progress to date in his/her Pay for Performanceplan is completed and sent to the employ ee's new supervisor or department. Athe end of the plan year, the departmen t director considers the emp loyee'sprogress in both the former and current Pay for Performance Plans to award thPay for Performance.

b. If an employee works for the City for less than the full plan year, thedepartment head may award the paym ent based on the employee's progress inthe Pay for Performance Plan.

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3. Longevity:

Em ployees who achieved at least 10 years of service time prior to Decem ber31, 1998, will receive the following longev ity pay:

Full Time nnualService ate10 years 27015 years 40520 years 54025 years 67530 years 81035 years 94540 years 1080

b. Longevity pay is reduced for less than full time w ork on a basis proportionateto the allocated hours designated for the po sition (e.g., part-time w ork of 20hours per week fo r 10 years of service would be $ 135 per year).

c. Longevity pay is coun ted toward retirement and is included in calculations oovertime pa y for employees who a re non-exempt under FLSA.

C. Effects on Pay Rates in Personnel Transactions:

Promotion:

a. General employees and uniformed firefighting employees:An employee promotedto a higher classification shall receive an increase of 10% ab ove his/her current payup to the maximum of the new pay range. Wh en the present rate of the promotedemployee is 10% or m ore below the m inimum of the new pay grade, he/she shallreceive the m inimum of the new pay grade.

b. Sworn uniformed police em ployees:A Step Plan has been implemented forpromotions. All promo tions for sworn police personnel will place the promoteemployee on step 1 of the next rank.

c. The promotional pay of an employee promoted to a non-exempt or exemptsupervisory position must be a minimum 5% above the highest paid employee inthe department to be supervised at the time of promotion. This is a one time

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increase applicable at the time of prom otion only. Any future prom otions or payincreases of subordinates will not result in any additional compensation.

Transfer: Wh en a transfer is made to a classification in the same pay grade, the payrate is not affected.

3. Demotion:

Unsuccessful Probationary Period Following Prom otion: If an employee fails tosuccessfully complete a promotional probationary period due to performanceissues, the em ployee may reque st a voluntary demotion to the former position or ta position in the sam e classification if a vacan cy exists. However, the C ity is norequired to retain an employee who has had an unsuccessful promotionalprobationary period. if the em ployee is accepted by the department h ead for thformer position, the employee's salary will be reduced to the former rate of pa y,including any cost of living increases that would have been awarded during the

period. Such demotion m ust occur within the 6 m onths (12 months for uniformedPolice Officers and Firefighters) probationary period.

a. General employees:

I. When a demotion is m ade to a new position, the demoted employee shallbe placed on the new pay grade at step 1 or a m aximum of 10%.

2. W hen a demotion is made to a previously held position, the employeeshall be placed in the new pay grade o n the step consistent with previoussalary plus general wage increases.

3. W hen an em ployee is no longer able to perform the duties required of theicurrent position due to a work related injury, they m ay be m oved to anotherposition which may be in a lower pay grade. At the discretion of thedepartment head and the Hum an Resources D irector, the employee may retaitheir current pay or be placed on the maxim um step in the new p ay grade itheir current rate is outside the new pay grade.

b. Uniformed firefighting employees:

1. Wh en a demotion is made to a new position, the demoted employee shallbe placed on the new pay grade at step 1.

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2.When a demotion is made to a previously held position, the employee shallbe placed in the new pay grade on the step based upon years of service withSavannah Fire & Emergency Services.

3. When an employee is no longer able to perform the duties required of theircurrent position due to a work related injury, they m ay be m oved to anotherposition which may be in a lower pay grade. At the discretion of thedepartment head and the Human Resources Director the employee may retaintheir current pay or be placed on the max imum step in the new p ay grade iftheir current rate is outside the new pay grade.

c. Sworn un iformed police em ployees:

I. When a demotion is made to a new position, the dem oted employee shallbe placed on the n ew pay grade at step I .

2.When a demotion is made to a previously held position, the employee shalbe placed on the new pay grade on the step consistent with their years ofservice in that rank plus the years in the high er rank.

3. When an employee is no longer able to perform the duties required of theircurrent position due to a work related injury, they m ay be m oved to anotherposition which may be in a lower pay grade. At the discretion of thedepartment head and the Human Resources Director, the employee may retaintheir current pay or be placed on the max imum step in the new pay grade iftheir current rate is outside the new pay grade.

4. Position reclassification:An em ployee who is reclassified to a higher grade mayreceive an increase of 2.5% unless his/her pay in the old grade is below thminim um in the new grade. Wh en the present rate of the reclassified employee i2.5% or more below the m inimum of the new pay grade, he/she will receive theminimum of the new pay grade. A n employee wh o is reclassified to a lower gradmay be placed on the step of the new grade to retain the same pay or b e placed othe last pay step of the new grade if unab le to maintain the sam e pay.

5. Acting Pay:An em ployee who isformallyappointed by their department head orbureau chief to a position in a high er classification for a duration of 30 days (1shifts for fire captains and battalion chiefs) or longer and ch arged with the fulresponsibilities and performance of duties shall be considered to be in an actingcapacity. Non-exempt em ployees acting in the capacity of an exempt em ployeewill be considered and treated as an exempt em ployee during this time periodActing appointments should only be made in situations where a vacancy or leave

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absence of the incum bent will occur for 30 days or longer. Acting appointm entsshould be sho rt in duration, with all attempts m ade to limit such appointm ents tosix mo nths or less.

a. General employees a nd uniformed firefighting employees in classifications nocovered by International Association of Firefighters (IAFF):The acting appointeeshall be paid at the beginning pa y rate of the acting position from the first day ofthe acting appointment when the appointment lasts a minimum of 30 days or 1shifts. If the incumbent's current salary is above the beginning pay rate of thehigher position, the employe e's pay shall be increased by 5% du ring the actingappointment.

b. Uniformed firefighting em ployees in classifications covered by the IAFF:Uniformed firefighting employees within the classifications of AdvancedFirefighter and Master Firefighter shall be paid acting pay for riding out ofclassification beginning with the ninth (0) consecu tive shift of acting status. The

acting appointee shall be paid at the beginning pay rate of said position. Ifincumbent s salary is above the beginning pay rate of the higher position, theem ployee's pay shall be increased by 5% for all consecutive shifts after the ninthuntil the end of the acting status. [Note: The current language in the IAFF c ontracfor riding out of classification is applicable to Advanced Firefighters and MasterFirefighters.]

c. Sworn uniformed police employees:The acting app ointee shall be paid at step1 of the acting position from the first day of the acting appointment wh en theappointment lasts a m inimum of 30 days.

D. Entrance Pay Rate:The entranc e pay rate will be as follows:1. Generalemployees: All new and re-employed employees shall be paid the minimumrate of pay for the position. If the new employee possesses ex ceptional qualifications anexperience that warrants em ployment at a higher rate of pay, City M anager's approval irequired. With the Hu man R esources Director's approval, entry pay for positions ograde 17 and above is negotiable up to 10% above m inimum withou t the City Managerapproval.

2. Uniformed firefighting employees:All new and re-employed firefighting em ployeesshall be paid at the minim um rate of pay in the pos ition.

3. Sworn uniformed police employees:Police officers with less than two years of lawenforcement experience shall be paid the minim um rate of pay; police officers with a

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least two years of law enforcem ent experience or a bachelor's degree from an accreditecollege or university w ill start on step 20.

E. Overtime:Ov ertime w ork must be authorized by the bureau chief, department head ordesignee and limited to the amou nt budgeted for overtime. Overtime wo rk should be thexception and w ill be allowed on ly to m eet critical, emergency situations an d staffingneeds as designated by the bureau chief or department head.

There arespecial rules that apply when the City Manager declares a disaster for City ofSavann ah em ployees. This can pertain to either the preparation for or response to aevent such as a hurricane, tornado, flood, etc. See the Disaster Leave and P ay policy HR015 for these rules.

I. Exempt employees:The schedule of allocations and job description for eachclassification designate the FLSA status of each position.

It is the City's policy to com ply with the salary basis requirements of the FLSA .Therefore, the City prohibits all managers from m aking improper deductions fromthe salaries of exempt employees wh ich violate the FLSA . If an employee believean imp roper deduction has been ma de to his/her salary, this information should bereported immediately to the City's Human Resources Director. Reports ofimproper deductions w ill be prom ptly investigated. If it is determined an improperdeduction has occurred, the employee will be promptly reimbursed for anyimproper deduction made.

There is no overtime pay provided for exem pt employees of the City of Savannahexcept as authorized by the City Manager.

Com pensatory time off at a straight time rate for overtime worked m ay be grantedto exempt em ployees. excluding administrators, division heads, department headsand bureau chiefs. Exem pt employees terminating from the City will not be paidfor any accumulated compensatory time.

2. Non-exem pt employees:Em ployees are covered by the FLSA unless they aredetermined to be exem pt. Hou rs worked includes all time during whichanemployee is required to be on the em ployer's premises or at som e other prescribedwork place an d all time during w hich an em ployee is 'suffered or permitted' towork. Paid or unpaid leave is not counted toward hours worked for overtimepurposes. Separate work periods are established for 40-hour em ployees and publisafety em ployees in accordance with Section 7(k) of the FLSA . The premiumovertime rate of compensatory time or pay for nonexem pt employees is time-an done-hal f for all time actually worked over the designated hours in the work period

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a. Non-exem pt 40-hour general employees:Non-exempt full time generalemployees wh o work a regular 40 hour week m ust be paid overtime or givenpremium co mpen satory time off for actual hours worked that excee ds 40 hourseach work week. A m aximum of 240 hours (160 hours of actual overtime) maybe accrued and com pensated by compensatory time off.

b. Non-exempt uniformed firefighting employees:The C ity has established a 27day-204 hour work period in accordance with Section 7 (k) of the FLSA.Nonex empt uniformed firefighting employees m ust be paid overtime or givencompensatory time off for actual hours worked that exceeds 204 hours in a 27day work period. A m aximum of 480 hours (320 hours of actual overtime)may be accrued and compensated by com pensatory time off.

c. Non-exem pt sworn uniformed police employees:Non-exempt swornuniformed police employees must be paid overtime or given premium

comp ensatory time off for actual hours worked that exceeds 40 hours eachwork week. A m aximum of 480 hours (320 hours of actual overtime) may beaccrued and compensated by compensatory time off.

3. Compensatory time:Com pensatory time m ay be given in lieu of overtime pay inaccordance with the agreem ent entered into at the time of employm ent. Employeemay be perm itted to use accrued compen satory time within a reasonable time aftemaking a request, unless this would unduly disrupt City operations. Supervisormay require employees to use compensatory time to ensure the City' financialliability is limited.

4. On-call and call-back:Nonex empt em ployees who remain on call and subject torecall duty during their vacation or non-working hou rs shall be compensated on thbasis of one and one-half times their standardhourly rate of pay for every hour ofactual work performed as a result of an off-duty call-out. Employees who arecalled back sh all receive a m inimum of 2 hou rs pay at the time- and-one-half rateThis 2 hour minimum will include 30 minutes maximum travel time incurred bythe em ployee.

5. Leave time:No paid or unpaid leave time will be included in determining worktime for premium overtime calculations.

6. Holiday leave:If an employee works a scheduled week other than Mo nday throughFriday, and is regularly off on a scheduled holiday, he or she shall be granted, at thoption of the bureau chieV department head, either a day of holiday leave or a day pay at straight time rate in lieu of the holiday.

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F. Other Pay Allowances: Su bject to ann ual appropriations by City Council, the City wilprovide additional pay allowances as follows:

I . General employees: General Employees who are eligible participants in the ICMA-RC deferred compensation plan will receive an additional pay allowance per m onthfrom the C ity. This allowance, together with amou nts voluntarily designated by themployee, will automatically becontributed to the employee's ICMA-RCdeferredcompensation account through payroll deduction.To be eligible for thisallowance,an employee must m ake the minimum contribution to ICMA -RC each pay periodor until such point in the year as the maximum annual contribution has been madeand mu st not be eligible for the Police Officers' Annuity and B enefit or the GeorgiFirefighters' Pension Fund as described below.

2. Uniformed firefighting employees: A ll uniformed firefighting employees w ho areeligible to participate in the state-sponsored Georgia Firefighters'Pension Fund

(GFPF)will receive an additional pay allowance from the City. This allowancewill automatically be used towards the payment of the monthly premium throughpayroll deduction. Uniformed firefighters who are unable to establish membershiin GFPF will be eligible to receive an additional pay allowance per m onth from thCity. This allowance, together with amounts voluntarily designated by theemployee, will automatically be contributed to the employee's ICMA -RC deferrecompe nsation account thro ugh payroll deduction. To be e ligible for this allowancean employee m ust make the minimum contribution to ICMA -RC each pay periodor until such point in the year as the max imum annual contribution has been madeand must no t be eligible for the Police Officers' Annuity and B enefit or the GeorgiFirefighters' Pension Fund.

Sworn uniformed police employees: All sworn uniformed police employees whoare eligible to participate in the state-sponsored Peace Officers' Annuity andB enefit (POA B ) fund will receive an additional pay allowance from the City. Thallowance will automatically be used towards the payment of the monthly prem iumthrough payroll deduction. Sworn police officers who are unable to establishmem bership in POA B will be eligible to receive an additional pay allowance pemonth from the City. This allowance, together with amounts voluntarilydesignated by the em ployee, will automatically be con tributed to the em ployee'sICMA-RC deferred compensation account through payroll deduction. To beeligible for this allowance, an employee m ust make the minimum contribution toICMA -RC each pay period or until such point in the year as the maximum annuacontribution has been made, and must not be eligible for the Police Officers'Annuity and B enefitor theGeorgia Firefighters' Pension Fund.

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4. Stipend for Mandatory On-Call Responders: In cases where it has beendemonstrated that em ergencies occur regularly that require immediate response ancorrection (e.g. water main breaks, traffic fatalities, lift station malfunctions,communication system repairs, traffic signal repairs), the City Manager mayauthorize that occupants of certain positions designated by bureau chiefs be placedfrom time to time, in M andatory On-Call Responder Status. Employees placed inMandatory O n-Call Responder Status shall be provided a Mandatory O n-CallResponder stipend of $32 for each full week of being in Mandatory On-CallResponder Status. This paym ent is $4.00 per day for M onday through Friday and$6.00 per day on Saturday and Sunday. The stipend is not counted towardretirement or overtime.

5. Refer to Disaster Leave and Pay policy HR-015 concerning pay and leaveprocedures during disasters. There are special rules that apply when the CityMan ager declares a disaster for City of Savannah employe es. This can pertain toeither the preparation for or response to an ev ent such as a h urricane, tornado

flood, etc.

G. No O ther Compensation Permitted: Employees of the City of Savannah may not receigratuities in any form for providing city service to the public.

H. Union A greements: Provisions about pay ma y appear in union agreements that expanand/or modify these rules and regulations. Such provisions, when approved by theMayor and Aldermen, are in effect during the duration of the agreements.

I. Records: The City of Savannah maintains records of each em ployee's wages and otheinformation as required by the State of Georgia Records R etention Schedule and FLS

Administration of the Rules and Policies:

1. Exceptions to or interpretation of these rules and policies will be referred to thHuman Resources Director and/or City Manager for resolution. The City Managehas the authority to make exception to these policies as deemed necessary.

2. The Hum an Resources Departmen t identifies exempt and nonexem pt employeewith appropriate information and assistance from the departments.

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A copy of the policy manual