3.1 Pay Schedule and Direct Deposit
3.1.1 Pay Schedule
Library employees are paid on alternating Fridays. See the Human Resources department for pay day schedule.
3.1.2 Direct Deposit
Employees are required to enroll in direct deposit of their paychecks. Forms are available in the Human Resources Department. Pay is electronically deposited to the employee’s account by 9:00am on each payday. Pay statements are delivered to the employee’s assigned work location, and substitute pay statements are mailed. Final pay statements are mailed to the home address on file in the Human Resources Department unless otherwise requested. Employees who do not have an account to which pay can be electronically deposited must work with the Human Resources Department for alternative electronic deposit options.
3.2 Merit and Cost-of-Living Pay Increases
3.2.1 Merit Increases
Annually, the Library Executive Director will determine if merit increases are feasible depending on the availability of funding, and make a recommendation to the Board of Directors. Eligible employees will receive merit increases based on performance, which is documented by their annual performance evaluation. Information on performance evaluations is in Section 8.1. Merit increases are typically awarded on the first full pay period in August.
A staff member whose salary is at the maximum pay of their classification is not eligible for merit increases. However, a one-time bonus based on annual salary (typically half of the regular merit levels) may be granted for documented exceptional performance each year. If an employee feels that merit increases have been granted unfairly, he/she can use the grievance process. See Section 9. With the exception of the Family Medical Leave Act (FMLA), military leave and earned personal leave, holiday and vacation time, a staff member who is absent from the job for more than the equivalent of sixty working days during any fiscal year will not be eligible for a merit increase.
3.2.2 Cost-of-Living Adjustments
Cost-of-living pay increases are dependent on the availability of funding, and are typically granted in the first full pay period in January. All employees are eligible for cost-of-living adjustments, with the exception of the Library Executive Director and employees whose salaries exceed the maximum pay of their classification.
3.3 Work Hours and Compensation
3.3.1 Non-Exempt Employees
Employees in positions that are defined as non-exempt by the Fair Labor Standards Act (FLSA) should not, on their own initiative, work more than 40 hours per week (Sunday –
Saturday). The employee’s supervisor/manager must approve time worked over 40 hours in any given week. Any time worked over 40 hours a week will be considered overtime. Overtime will be compensated at the rate of one and one-half times the regular hourly rate. Non-exempt positions are not eligible for compensatory time.
3.3.2 Exempt Employees
Exempt employees are those who are in positions that have been determined to be exempt from overtime according to FLSA criteria. Exempt employees are expected to work the
hours required to complete their assignments and responsibilities. In exceptional circumstances, exempt employees may be granted compensatory time on an hour-for-hour basis for time worked beyond 40 hours in a given week. An employee’s respective manager, ELT Member, or the Library Executive Director must approve compensatory time. Compensatory time accrual cannot exceed 40 hours annually.
3.4 Position Classification
Positions are classified according to their duties and responsibilities, with each classification being assigned a pay range. Positions that are comparable in the type of work performed and in level of difficulty and responsibility are placed in the same classification so that they will be treated alike for purposes of recruitment, evaluation, transfer, and pay. Position descriptions and classifications are available in the Human Resources Department. Positions are reviewed periodically by the Human Resources Department to ensure pay reflects the duties and responsibilities of positions.
3.4.1 Upward Reclassification
Upward reclassification may occur when an analysis reflects a change in the duties and responsibilities of a position that warrants a higher grade, and providing there is adequate Library funding. Compensation increases are not automatically given in conjunction with a reclassification, unless it is to bring the employee up to the minimum of the new salary range.
If the duties and responsibilities of an employee change significantly, the employee’s manager should submit a request for reclassification to the Human Resources Department, who will perform an analysis of the classification. Such requests should be made no later than December 1 for the following year.
A new probationary period is not required with a reclassification.
3.4.2 Downward Reclassification
Downward reclassification occurs when an analysis reflects a change in a position to a lower salary grade. Contingent on funding, the employee will remain in their previous salary grade. If the previous salary grade exceeds the new grade’s maximum salary, he/she will not be eligible for merit increases, but may be eligible for a one-time bonus annually.
3.4.3 Working out of Classification
In accordance with Library Administration Policy A3.7, employees “acting in” management or supervisor/manager status at a higher graded job due to an absence of the incumbent or vacancy for more than 20 days will receive a temporary five percent salary increase or a temporary increase taking them to the bottom of the range of the position they are performing, whichever is greater, as long as it doesn’t exceed the salary of the absent or previous incumbent. In such cases the temporary increase will be to the salary of the absent or previous incumbent.
For the purpose of this policy, 20 days are counted as calendar days, and the acting-in pay commences 20 days after the employee has been working out of their classification.
3.4.4 Involuntary Demotion
An employee may be demoted from his/her position due to failure to perform the duties of his/her position through the established disciplinary process. A demoted employee’s pay will be reduced by three percent, if it falls inside the range of the new position’s classification. If the new salary does not fall within the new position’s classification range, the respective ELT Member or Executive Director will determine the employee’s pay within the new position’s classification.
3.4.5 Voluntary Demotion
An employee may request to move to a position with a lower pay classification. If the request is advantageous to the Library, it may be granted. The employee’s pay will be reduced by three percent if it falls inside the range of the new classification. If the new salary does not fall within the new position’s classification range, the respective ELT Member or Executive Director will determine the employee’s pay within the new position’s classification.
3.4.6 Lateral Moves
Lateral moves are changes in assignment within an employee’s current position classification. Moves are made to achieve or facilitate the goals of the Library and/or the development of the staff member’s potential.
Should the duties be similar in nature to the current position, the move generally will not affect merit eligibility. A new performance plan is established immediately for the new position. Should the employee be eligible for merit increase, the previous and current supervisor/manager will each review the employee’s performance to provide a recommendation.
Policy Amended- Library Board Approval August 24, 2020
3.5 Career Development Opportunities
Career development opportunities provide employees with increased knowledge of Library and job skills necessary for advancement or greater competency in their current positions. Career development opportunities may also provide assistance to departments with specific short-term needs.
Career development opportunities while at work are to be considered a voluntary action by the employee and must have approval of the supervisor and/or manager and the respective
ELT Member. Career development opportunities may be an exchange between employees in two different departments. The length of an exchange should not exceed one year. The assignment may be full-time or part-time. If the opportunity does not involve an exchange of employees, the vacated position may not be reclassified or abolished until the exchange has been terminated.