The total compensation of employees consists of the regular salary and authorized overtime pay for full-time employees, the employer's contributions to employee benefits, holiday pay, and various forms of leave with pay. Part-time and temporary employees may also receive leave in certain circumstances. Leave policies, found in Section VI, should be reviewed.
Pay and Classifications: Compensation Plan
The compensation plan for employees of the Town shall consist of:
A classification system for all classified jobs.
A pay grade that sets a salary range for each classified position.
Salaries and wages are determined by a written compensation plan, which is reviewed on a regular basis. The Town continuously studies this plan in its efforts to provide fair and adequate pay for all employees. Each position has a pay grade or range in keeping with the nature of work and the degree of responsibility involved in the positon. The normal entrance rate of pay for new employees may be based on years of experience, education, and the amount of money available in a department's annual budget.
Employees who perform satisfactorily will be eligible for annual merit-based performance increases. Employees are paid every two weeks, by direct deposit, and receive their pay stub every other Friday through their department. In addition to required deductions for federal and state income tax and Social Security, an employee may also authorize, in writing, other Town approved deductions, such as United Way or the Town's Deferred Compensation Program.
The compensation plan may be amended by vote of Town Council.
Hours of Work
The standard scheduled workweek for which salary is paid consists of 40 hours, generally Monday through Friday; however, these working hours will vary by department. The Town administrative offices are open from 8:00 a.m. until 5:00 p.m. Monday through Friday, except holidays. Each department head, with the approval of the Town Manager, will establish work hours that best meet the needs of the department. Your supervisor will explain to you your particular work schedule.
Supervisors attempt to plan town work so that overtime is not necessary; however, there may be occasions when overtime will be necessary. When possible, notice will be given when overtime work is going to be necessary. Compensation for all hours over 40 will be given in accordance with the Fair Labors Standard Act.
Employees shall have two 15-minute rest breaks per day, which are included within the total required hours of work. Occasionally these breaks may be used in conjunction with a 30-minute meal break, as long as the sum does not exceed 60 minutes per workday and your supervisor approves this. Such breaks may not accumulate from one shift or one day to another. Flexible work scheduling may be used for the purpose of extending a meal break with the employee's start time being advanced or end time being extended as approved by the immediate supervisor. Certain employees as approved by the Manager have their meal break(s) included as a part of their regularly scheduled workday. Breaks and lunch schedules are different for different departments. Each employee should check with his supervisor to verify the department's schedule.
Flexible work scheduling may be considered within the standard workweek, Monday through Friday, so long as the standard hours in a workweek, normally 40, are not altered.
If flexible work scheduling or compressed workweeks are instituted on an ongoing basis, the Department Manager may approve such only after consultation with the Town Manager. Flexible work hours may not be possible for some employees due to the nature of the job, the type of work, or the job expectations. The Department Manager and/or Town Manager must approve flexible work hours.
Hours of work, schedules, and duty assignments of short duration of individual employees or work units may be altered under authorization of the department head or his designee within the established workweek and schedule of the department as conditions warrant. Schedules may also be adjusted to meet FMLA and ADA requirements.
The Town promotes excellence in its workforce. Salary increases within budget constraints may be given to that end. Each employee's performance will be reviewed at the end of the probationary period and then, each year, on the anniversary date of the date hired. Based on satisfactory performance and contributions to the organization, which include factors such as quality and quantity of work, work habits, initiative, dependability, attendance, and ability to work well with others, pay increases may be given. Pay increases are not automatic or guaranteed.
Employees who are not exempt under the Fair Labor Standards Act will be paid at the rate of time and a half for all hours actually worked in excess of 40 hours in a workweek. Unless authorized to do so, employees should not work over 40 hours during a workweek. Use of sick leave, annual leave, or comp time does not count toward the 40 hours actually worked.
In lieu of overtime pay employees have the option to earn comp time at a rate of 1.5 hours for each hour of overtime. Employees cannot carry more than 40 hours of comp time over from one calendar year to the next. Additionally, 80 hours is the maximum number of comp hours that an employee may carry on the books. The employee will be paid for any hours earned over 80.
Exempt employees who are required to work beyond normal hours or on weekends and holidays may be given compensatory time off at the discretion of the Manager.
The Town Manager may grant a bonus to an employee to recognize superior service to the Town.
Health Insurance Benefits
All permanent full-time employees are eligible to apply for health/medical insurance. Employees have 31 days from the date of hire to enroll in the health benefits program. Any employee wishing to enroll more than 31 days after employment must wait until open enrollment, which is typically in April or May each year. There are certain status changes that will qualify an employee to enroll or change coverage outside of the open enrollment period which include but are not limited to marriage, birth of a child, death of a spouse, change in status of employment, court orders, etc.
The Town and the employee share premium expenses. An employee's coverage expense is handled through a payroll deduction on a pretax basis.
Basic Group Life Insurance
Coverage is automatic for all full-time employees. The life insurance plan is administered by the Virginia Retirement Sustem (VRS) and underwritten by the Minnesota Life Insurance Company. The Basic Group Life coverage provides employees (employees only, no dependents) with two kings of insurance during active employment--life insurance and accidental death and dismemberment insurance.
Coverage for death due to natural causes is two times the employee's annual salary. The accidental death benefit is four times the employee's annual salary. The Town currently pays 100% of the cost for the Basic Group Life Insurance plan.
Optional Group Life Insurance
All full-time employees are eligible to purchase Optional Group Life Insurance on themselves, their spouse and/or their children. Employees may elect coverage up to four times their salary, not to exceed $500,000.00. The amount of coverage available to spouses and children depends on the amount of coverage selected by the employee and may be upt to four times the employee's salary, not to exceed $500,000.00. The employee is reponsible for 100% of the cost of the Optional Life Insurance. This cost is handled through a payroll deduction. Employees that qualify for Optional Life insurance may continue this benefit into retirement.
The Town offers its employees the opportunity to take part a Christmas Club Program. This is offered through the Beacon Credit Union. An employee's contribution to their Christmas club is handled through payroll deduction. An employee may establish a Christmas club at any time during the calendar year.
All employees are required to take part in direct deposit. Payroll checks will not be issued to an employee. An employee may elect a bank of his/her choosing. An employee may choose to deposit his/her pay into two separate accounts, not necessarily at the same institution.
The Town participates in the Virginia Retirement System for all employees eligible for retirement benefits pursuant to the rules and policies of VRS. At the time of orientation each new employee will be provided with informaiton that describes this benefit. However, an employee may also contact the VRS toll free at 1-888-827-3847 or on the Web site at www.varetire.org.
There is no enrollment period to take part in the deferred comp plan. An employee can join when first hired or anytime thereafter. An Employee's contribution to this plan is deducted from his/her paycheck every pay period. This contribution is also deducted before state and federal taxes. There is a maintenance fee of $18.00 that is deducted from the participating emplyee's ICMA account every January. This is the only fee.
Garnishments and Assignments of Wages
The assignment of wages, or an order for garnishment of wages for credit for any employee, is regarded as a serious matter. If a creditor obtains a garnishment on an employee's earnings, the Town is required by law to deduct the necessary payment. Employees who have more than one occurrence of garnished wages or subjected to assignment will be subject to disciplinary action that could lead to termination. Employees who are experiencing financial difficulties are encouraged to contact the Town's EAP program (Employee Assistance of Central Virginia) for assistance before these types of problems arise. Assistance provided by EACV is strictly confidential.