Loading...
HomeMy WebLinkAboutHUR080-001 Compensation & Hours of Work –Non-union Employees Procedure Procedure Procedure Title: Compensation & Hours of Work – Non-union Employees Procedure Number HUR 080-001 Reference HUR 080 Terms & Conditions of Employment - Non-union Employees Policy Date Originated (m/d/y) September 27, 2021 Date Revised (m/d/y) April 30, 2025 January 7, 2026 Pages 20 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective The Corporation of the City of Pickering (“the City”) is committed to providing fair and equitable compensation for its employees to ensure that it is capable of attracting, retaining, and motivating qualified individuals to meet Corporate objectives, while maintaining internal equity and external competitiveness. The City wishes to provide a level of compensation to its non- union employees that is consistent with comparable municipalities in the Region of Durham and the Greater Toronto Area (GTA). The objective of this Procedure is to: 1. Provide specific guidelines for compensation. 2. Provide a clear understanding with regards to hours of work. 3. Provide a framework for developing job descriptions for each position in the organization. 4. Ensure that the evaluation of positions is administered in a fair and equitable manner. 5. Provide for recognition of market conditions when appropriate. 6. Support consistent processing of promotions, demotions, transfers, acting assignments and job re-evaluations. 7. Maintain compensation levels consistent with that of other municipalities in the Region of Durham and the Greater Toronto Area (GTA). Index 01 Definitions 02 Responsibilities 03 Salary Structure 04 Acting Assignments Procedure Title: Compensation & Hours of Work – Non-union Employees Page 2 of 20 Procedure Number: HUR 080-001 05 Job Descriptions 06 Job Evaluation 07 Hours of Work 08 Professional Designation Fees and Membership Dues 01 Definitions 01.01 Acting Assignment – The temporary assignment of an employee to another position. 01.02 Across the Board Increase – An upward change in the pay ranges of the salary structure applied to the minimum and maximum of the range, as well as the incremental steps in between. 01.03 Anniversary Date – The annual anniversary of an employee’s appointment to a permanent position within the City. 01.04 Annual Salary – An employee’s annual salary based on full-time, continuous employment in their regular position, excluding monies paid for acting assignments, overtime, etc. 01.05 Benchmark Jobs – Internal positions that serve as market anchor points because they closely resemble positions performed in other organizations or industries. 01.06 City – The Corporation of the City of Pickering 01.07 Compensation – Remuneration paid to employees for services rendered. For the purposes of this Procedure, compensation includes annual salaries only and does not include benefits, pensions, overtime, paid vacation, etc., and other forms of employee remuneration. 01.08 Daily Salary – An employee’s annual salary divided by 260. 01.09 Demotion – The movement of an employee to a position in a lower pay grade. 01.10 Director – A department head or the Chief Administrative Officer (“CAO”) in their capacity as head of the Office of the CAO. 01.11 Division Head – The head of a significantly large work section classified as a Division in the corporate structure. 01.12 Exempt Employee – Non-permanent and/or casual positions excluded from the bargaining unit, according to the provisions of the Ontario Labour Relations Act. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 3 of 20 Procedure Number: HUR 080-001 01.13 Full-time Hours – Employees assigned regularly scheduled work consisting of 70 hours biweekly. 01.14 Hourly Salary – An employee’s annual salary divided by 1820. 01.15 Human Resources Information System (HRIS) – Software that provides a centralized repository of employee master data for completing core human resource processes. 01.16 Internal Equity – Compensating positions of similar scope and responsibility at comparable rates. 01.17 Job Description – A summary of the most important functions of a job, including the general nature of the work performed, specific task responsibilities and employee characteristics/competencies/prerequisites to be successful in the job. 01.18 Job Evaluation – A formal and systematic process used to determine the relative value of jobs within the Corporation utilizing the Job Evaluation Manual. 01.19 Job Rate – Represents Step 10 within a Pay Grade and is equal to 92% of the maximum of the range. 01.20 Job Re-evaluation – The job evaluation process when it is re-applied to an existing position. 01.21 Market Adjustment – A salary increase applied to an employee’s base salary to align compensation for a comparable position with the external market. 01.22 Non-Permanent Employee – An employee hired in a temporary capacity to replace an existing employee who is on an approved leave, or to perform overflow work. 01.23 Non-union Employee – An employee of the Corporation designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who is subject to the Corporation’s Compensation Policy for non-union employees. 01.24 Overtime – Authorized work performed in excess of the employee’s regular workday in a 24-hour period or regular work week. A 24-hour period shall begin at 12 midnight in any day. 01.25 Pay Grade – Specified levels within a salary structure. 01.26 Pay Range – A range of pay in each Pay Grade, from minimum to maximum. 01.27 Performance Improvement Plan – A plan structured to achieve certain performance goals to bring an employee who has been working below Procedure Title: Compensation & Hours of Work – Non-union Employees Page 4 of 20 Procedure Number: HUR 080-001 competent levels to an acceptable standard. The plan must be formalized, documented and filed with Human Resources. 01.28 Permanent Employee – An employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.29 Probation Period – A six (6) month period used to review a newly hired employee, whereby the employee demonstrates their competency and suitability in a particular job. 01.30 Promotion – The movement of an employee to a position in a higher Pay Grade. 01.31 Reclassification – The permanent reassignment of an employee to a different position. 01.32 Red Circling – The practice of maintaining an employee’s current rate of pay for 6 months due to demotion, permanent accommodation, or job re-evaluation resulting in a lower Pay Grade. 01.33 Salary Progression – A permanent increase to an employee’s base salary within a pay range. 01.34 Salary Structure – The structure of pay grades and pay ranges established by the Corporation outlining the assignment of each job classification to one of the Pay Grades. 01.35 SAP SuccessFactors – The City’s HRIS system. 01.36 Staff Complement – The complete number of approved staff within the organizational structure. 01.37 Step – Specified levels within a pay range through which employees progress. 01.38 Transfer – The movement of an employee to a position within the same Pay Grade. 01.39 Trial Period – A six (6) month period where an existing promoted, transferred or demoted employee serves in a permanent vacancy/appointment to demonstrate their competency and suitability in the new job. 01.40 Work Week – The normal work week shall consist of thirty-five (35) hours. The City may establish a work week other than thirty-five (35) hours depending on operational requirements. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 5 of 20 Procedure Number: HUR 080-001 02 Responsibilities 02.01 Chief Administrative Officer to: a) Actively support the Procedure and approve any amendments as required. b) Approve salary increases, as a result of annual movement, exceptional performance, market adjustments, and internal equity. c) Approve all market adjustments to the salary structure. d) Approve all job descriptions and requests for changes in staff complement. e) Authorize the job evaluation/re-evaluation of direct reporting positions. 02.02 Human Resources to: a) Administer, interpret and ensure consistent application of the Procedure. b) Assist Directors, Division Heads, immediate supervisors and employees in the administration and application of the Procedure. c) Recommend Procedure amendments to the CAO. d) Maintain all records relating to the Procedure. e) Input new employee information into SAP SuccessFactors, including payroll/banking information. f) Implement all approved salary adjustments and merit related payments, ensuring changes are made in SAP SuccessFactors. g) Conduct formal market salary surveys when required. Determine benchmark positions and review and make recommendations for revisions. h) Review and endorse all job descriptions with a view to organizational consistency. i) Maintain comprehensive current Job History File on each position in the organization showing the evolution of all job descriptions and resulting changes in pay. j) Coordinate and conduct all job evaluations/re-evaluations. k) Act as Chair of the Job Evaluation Committee. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 6 of 20 Procedure Number: HUR 080-001 l) Track salary adjustments and advise Payroll and the Department of a change in employee salary. m) Ensure that changes to an employee’s salary are entered into SAP SuccessFactors, with documentation provided to Payroll by the stipulated payroll deadline for the affected pay period of the change. n) Ensure the rate of pay for the acting assignment is consistent with the Procedure requirements. o) Process the change of pay for the duration of the acting assignment, providing Payroll with a copy of the Acting Assignment Form (Appendix 1). p) Maintain accurate records of all job evaluations. q) Process salary adjustments resulting from job re-evaluation, including completion of Action Notice, and entering changes into SAP SuccessFactors. r) Advise incumbent in writing (within five (5) working days) of the result of the job re-evaluation. 02.03 Job Evaluation Committee Chairperson to: a) Review and endorse, (when in agreement) all corporate and employee initiated requests for re-evaluation, as submitted by the Director. When not in agreement, the Chairperson shall advise the Director accordingly, in writing, within thirty (30) working days providing reasons for the dissenting opinion. b) Record the results of each evaluation, ensuring the official Record of Job Evaluation is signed by each member of the Committee. 02.04 Director, Human Resources to: a) Provide the CAO with compensation recommendations as it relates to hiring, promotion, market and internal equity adjustments, and annual movement through the salary ranges. 02.05 Payroll to: a) Ensure that employee pays are processed accurately and in a timely manner. b) Support the processing of OMERS pension administration including the preparation and completion of OMERS annual financial reporting. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 7 of 20 Procedure Number: HUR 080-001 02.06 Directors to: a) Actively support the Procedure. b) Approve any promotions, demotions, transfers and acting assignments. c) Recommend annual salary increases on the basis of merit, internal equity or market conditions to the CAO for consideration and approval. d) Endorse and maintain the currency and accuracy of job content in all departmental job descriptions including the nature, level and scope of responsibility. Endorse all job evaluations/re-evaluations for the Department. e) Consult with the Director, Human Resources, or the designated Human Resources representative when proposing to hire an employee at a rate of pay other than the minimum of the Pay Grade for the position. f) Utilize acting assignments as a means for employee development and career advancement. g) Provide Human Resources with an authorized Acting Assignment Form (Appendix 1). h) Support Corporate initiated requests for job evaluations, and endorse when in agreement, employee initiated requests for job re-evaluations. i) Participate as a member of the Job Evaluation Committee. j) Initiate, (when in agreement), all requests for Appeals. 02.07 Division Head/Immediate Supervisor to: a) Complete all required forms, records and reports respecting the Procedure. b) Ensure that employees understand the Procedure. c) Recommend and endorse employees for promotion, demotion, transfers and acting assignments. d) Endorse all acting assignments for direct reports. e) Recommend to Director increases based on merit, internal equity or market conditions for employees within the division. This authority rests with Division Heads only. f) Provide pre-authorization to an employee required to work overtime. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 8 of 20 Procedure Number: HUR 080-001 g) Ensure accurate overtime and time off in lieu records are maintained. h) Develop and maintain up-to-date job descriptions. i) Prepare all job descriptions for direct reports, for submission to the Director/Division Head for endorsement. j) Initiate amendments to job descriptions as a response to significant changes in job duties/responsibilities. k) Meet with incumbents to obtain input when reviewing job descriptions. l) Endorse employee initiated requests for job re-evaluation for direct reports, or provide written response if the request is not supported. m) Look for opportunities to utilize acting assignments as a means of providing employee development and cross training. n) Approve acting assignments as required. o) Provide the Human Resources Department with an authorized Acting Assignment Form (Appendix 1). p) Participate as a member of the Job Evaluation Committee as required. 02.08 Employees to: a) Develop and maintain an understanding of the Procedure. b) Review and provide input into their job description. 03 Salary Structure 03.01 Pay Grades and Pay Ranges There are thirteen (13) pay grades within the salary structure. Each pay grade has a pay range comprised of a minimum and m aximum. Effective the first full pay period in January of each year, the negotiated CUPE increase for the current year will be applied to the non-union pay ranges as the Across the Board increase. Note, this compensation structure is subject to change upon approval of the CAO. a) Pay grades are defined by numeric values outlined in the Job Evaluation System. b) The minimum of the salary range represents Step 1, which is equal to 83% of the salary range maximum. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 9 of 20 Procedure Number: HUR 080-001 c) Each salary range has ten (10) steps. Each step approximately represents a 1% incremental increase of the maximum of the salary range. d) Step 10 will be considered as Job Rate, and is representative of 92% of the maximum of the range. Employees at Job Rate will continue to receive the CUPE adjustment as applied to the non-union salary structure each year. e) After attaining Job Rate employees may only receive salary adjustments beyond Step 10 as a result of exceptional performance, external market conditions or internal equity. Employees compensated above Step 10, or within the top 8% of the salary range, will be classified as paid Above Job Rate. Increases will be provided on above job rate will be made in 1% increments. Non-union Salary Structure Step Percentage of Maximum of Range Step 1 83% of Maximum. Represents the Minimum of Salary Range Step 2 84% of Maximum of Salary Range Step 3 85% of Maximum of Salary Range Step 4 86% of Maximum of Salary Range Step 5 87% of Maximum of Salary Range Step 6 88% of Maximum of Salary Range Step 7 89% of Maximum of Salary Range Step 8 90% of Maximum of Salary Range Step 9 91% of Maximum of Salary Range Step 10 92% of Maximum of Salary Range. Represents Job Rate 100% Represents the Maximum of Salary Range 03.02 Compensation Principles and Adjustments Compensation practices and adjustments shall follow the following principles: a) On Appointment – New employees shall be placed at the Minimum of the Pay Grade. Subject to the recommendation of the Director, and in consultation with the Director, Human Resources, the CAO may approve starting an employee at a higher rate if the candidate substantially exceeds the minimum entry requirements of the position, and satisfies an outstanding benefit or need to the Corporation. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 10 of 20 Procedure Number: HUR 080-001 b) Promotion – A promoted employee shall be placed at the minimum of the new Pay Grade. Where an employee’s current salary exceeds the minimum of the new Pay Grade they will be placed within the new range at the step that affords the smallest increase, and is at least equal to 3% more than their current salary. c) Demotion – A demoted employee shall be placed within the range of the new pay grade at the step that affords the smallest decrease. The employee will continue to follow the normal process of annual movement through the new range. If the employee’s current salary exceeds the job rate (step 10) of the new pay grade, they will be red- circled for six (6) months and then placed at job rate (step 10) of the new pay grade. d) Transfer – A transferred employee shall retain the same rate of pay when moving to the new position, which is the same pay grade as their previous position. e) Under filling – On occasion, and where a vacant position is unable to be filled, the City may choose to fill the vacant position with an employee who does not meet the minimum requirements of the job. In this case, the position will be considered as under filled and the employee will be compensated at 5% under the minimum of the pay range. 03.03 Salary Progression Permanent non-union employees will receive the Across the Board CUPE increase and a one (1) step movement within their Pay Grade each year until they progress to Job Rate. Once Job Rate is achieved, the employee will continue to receive the Across the Board increase as negotiated by CUPE. Increases will take effect on the first full pay in January of each year. a) Employees will be eligible for the one (1) step movement provided they are not on a Performance Improvement Plan. b) Employees on a leave of absence for six (6) months or more within the year will not be eligible for the one (1) step movement. c) Employees must be in their current position for six months or more to qualify for the annual step progression, unless otherwise authorized by the CAO. If applicable, consideration of the annual one (1) step movement for employees promoted, reclassified or transferred will be undertaken when determining their new salary. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 11 of 20 Procedure Number: HUR 080-001 d) A non-union employee may not move more than two (2) steps per year, except as a result of job re-evaluation. In consultation with the Director and the Director, Human Resources, the CAO may approve an additional one (1) step increase per year when considering the following factors: I. Exceptional performance. II. The employee’s placement within the Pay Grade relative to other employees in the Department/Corporation. III. The years of service and experience the employee has related to the position (both inside and outside of the organization). IV. External market conditions. e) No employee will move more than three (3) steps each year. f) In consultation with the Director and the Director, Human Resources, the CAO may approve a bonus in addition to the Across the Board increase for employees who are at the Maximum of their range based on the criteria outlined in 3.03 d). This one-time bonus will not be applied to the employee’s base salary. g) If the Director deems the employee is working below the minimum acceptable standards of performance and has placed them on a performance improvement plan, no additional step increase will be provided for the current year. h) Non-union employees must be actively employed at the time of ratification of the CUPE Collective Agreement to qualify for any retroactive pay. i) Temporary non-union employees who are performing the duties of a permanent position within the Corporate Structure are eligible for the Across the Board increase only. 03.04 Salary Surveys a) The Corporation wishes to provide a level of compensation to its employees which is approximately equivalent to that provided by comparable municipalities in the Region of Durham, and comparable jurisdictions in the Greater Toronto Area. Human Resources will conduct Salary Surveys as required to assess the Corporation’s competitiveness. b) The objective of the Corporation will be to provide approximately equivalent levels of compensation to its employees based upon levels of duties and responsibilities performed. The Corporation will not attempt to follow precisely the details of the compensation packages Procedure Title: Compensation & Hours of Work – Non-union Employees Page 12 of 20 Procedure Number: HUR 080-001 provided by comparable employers. Total compensation will be considered where relevant. c) When conducting salary surveys, Human Resources will review current positions within the City and select a cross-section to be compared with participating municipalities. These positions will serve as the benchmark positions. d) Each benchmark position is compared with the corresponding position in the comparable participating organization to ensure that the scope of responsibility, education and experience are equivalent. e) Human Resources will convert salary survey data for the comparable positions being reviewed when the hours of work differ from the Corporation’s normal work week. f) Significant salary inconsistencies apparent as a result of the salary survey will be reviewed for potential market adjustments in accordance with 03.03 Salary Progression. g) Targeted market surveys may be conducted for individual positions on an as needed basis, at the direction of the CAO. 03.05 Non-permanent Exempt Positions Compensation for non-permanent and/or casual positions excluded from the bargaining unit, according to the provisions of the Ontario Labour Relations Act, will follow the Exempt Compensation Pay Structure (Appendix 2). The Exempt Compensation Pay Structure will be used for employees performing non-unionized work or short-term contracts where the incumbent is not occupying a position in the corporate structure. a) The Exempt Compensation Pay Structure will mirror the salary grid negotiated between the Corporation and CUPE Local 129. b) The exempt structure is comprised of twenty-two (22) Pay Grades, with three (3) Steps in each grade. Incumbents will start at Step 1, and movement from Step to Step shall be on a six (6) month schedule, if applicable. c) Across the Board increases to the salary grid will be effective the first full pay in April in any given year, or as negotiated by CUPE Local 129. d) For job evaluation purposes, the Job Evaluation Committee will utilize the point-factors established for CUPE employees. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 13 of 20 Procedure Number: HUR 080-001 04 Acting Assignments 04.01 At the discretion of the CAO, Director or Division Head, a permanent employee may be assigned to perform work in a higher Pay Grade. 04.02 An employee who is working in an acting capacity will be placed at the minimum of the applicable Pay Grade, or the step that affords the smallest increase, and is at least equal to 5% more than their current salary. In consultation with Human Resources and endorsement from the CAO, an employee required to act for an extended period may be compensated above a 5% increase to reflect the scope, complexity, and demands of the acting assignment. 04.03 Acting assignments will be subject to the following criteria: a) An employee required to act in a non-union position that is compensated at Pay Grade 8 or higher will receive acting pay subject to the approval of the immediate supervisor, the Director, and the CAO. The employee is expected to perform the full range of duties of the higher position. b) An employee required to act in non-union positions below Pay Grade 8 will receive acting pay subject to the approval of the immediate non- union supervisor and Director. The employee is expected to perform the full range of duties of the higher position. c) A Director who is required to act as the CAO will be compensated at Step 1 of the CAO Salary Range. Step 1 represents 85% of the maximum of the salary range. d) An employee in an acting capacity who is on an approved paid leave of absence, i.e., vacation, sick, or bereavement leave will receive their regular rate of pay for the leave if they have been in the acting position for less than one calendar month. They will receive the applicable acting rate for any approved paid leave that occurs after the first calendar month. e) Unionized employees acting in a non-union assignment for less than six (6) months are not eligible for the annual one (1) step movement. They will remain at their current step inclusive of the Across the Board adjustment until the next period of eligibility. 05 Job Descriptions 05.01 A job description is a summary of the most important functions of a job, including the general nature and level of the work performed and employee characteristics required to perform the job. It is not intended to be an exhaustive list of all tasks, duties or responsibilities performed by an employee. A job description describes the job itself. It focuses on the work to be done and Procedure Title: Compensation & Hours of Work – Non-union Employees Page 14 of 20 Procedure Number: HUR 080-001 not on the individual who might fill the job. Ultimately, the work carried out by an employee is the work directed to be performed by the employee’s supervisor. 05.02 A job description is used to: a) Assist employees and others to know what their responsibilities are. b) Provide a means of organizing work in various components of the Corporation. c) Clarify relationships and differences between jobs. d) Evaluate jobs. e) Provide a basis for measurement of performance. f) Provide a basis for recruitment and selection. g) Compare jobs and salaries with other organizations. 05.03 All current job descriptions, as well as historical job description information shall be maintained in the Human Resources Department. 05.04 All job descriptions shall be developed by the immediate supervisor, with employee input, according to the format approved by the Corporation (Appendix 3). All job descriptions are subject to the review and approval of the Director and Human Resources. 05.05 Where a Department is proposing a change in staff complement by adding a new position, deleting an existing position or substantively changing the functional responsibility of an existing position, the Request for Change in Staff Complement Form (Appendix 4) will include a draft job description. 06 Job Evaluation 06.01 The Corporation recognizes that the duties and responsibilities of a job may change either over a period of time, or at one point in time, and therefore, has established a process for the systematic review of job re-evaluation requests initiated by the Director or incumbent. The Corporation reserves the right at all times, however, to decide on the nature and scope of the work to be done. 06.02 The Job Evaluation System (as documented in the Corporation’s 2012 Job Evaluation Manual) is a point factor method of job evaluation based on a systematic application of a common set of job evaluation standards or factors used to measure the relative worth of jobs and to determine their rank within the organizational hierarchy. It is a gender neutral comparison system which addresses the required skill, responsibility, effort and working conditions of a Procedure Title: Compensation & Hours of Work – Non-union Employees Page 15 of 20 Procedure Number: HUR 080-001 position to determine the value of the work done so they can be compared in terms of value and compensation as described below: a) Compensable factors are established by the Corporation to be applied to the job content of the job description being evaluated. Each job factor in the evaluation plan has been assigned an overall weighting based on the relative importance to the City. b) Levels are defined within each factor. c) Each job is evaluated by determining the level within each factor that best fits the job. d) The determined level corresponds with the amount of points assigned for each factor. e) The total points received determines the Pay Grade within the salary structure and establishes the relative value of the job within the Corporation. Note: Job evaluation is concerned with job requirements as detailed in a job description and not with the qualifications or personal attributes of the incumbent. 06.03 New job descriptions shall be evaluated by the Job Evaluation Committee in accordance with the Job Evaluation Manual. Human Resources may assign a Pay Grade to a new position where posting is to be expedited. 06.04 Job Evaluation Committee: The Job Evaluation Committee shall be composed of three representatives appointed by the Corporation to include: a) Manager, Employee Services (Chairperson). b) Director of the position being evaluated. c) The Human Resources Designate. d) If required, the Chairperson will appoint a representative from Human Resources to serve as an Alternate member for a regular Committee member who is absent or whose position is the job being re-evaluated. When replacing a regular Committee member, an Alternate member will have the same voting rights and privileges as a regular Committee member. 06.05 Corporate Initiated Job Evaluation/Re-evaluation a) When a new job is created, or there is significant and material change to an existing job, the Department will prepare the proposed job description (in conjunction with Human Resources) allowing any existing Procedure Title: Compensation & Hours of Work – Non-union Employees Page 16 of 20 Procedure Number: HUR 080-001 incumbent(s) the opportunity to review and provide input. The proposed job description is provided to the Chairperson of the Job Evaluation Committee for review. Within sixty (60) calendar days of receipt of the proposed job description, the Job Evaluation Committee shall convene to review and evaluate/re-evaluate the job description. b) Where there is an incumbent, the results shall be effective the day the job description was evaluated or re-evaluated, or sixty (60) calendar days following receipt of the proposed job description by the Chair of the Job Evaluation Committee, whichever is earlier. c) Where the position is vacant, the results shall be implemented on the date the position is occupied. d) Where circumstances prevent the job description from being transmitted to the Job Evaluation Committee in a timely manner, the Director may recommend that the effective date be earlier. An effective date that falls outside of the timeline as described in 07.05 (a) will be subject to final endorsement by the CAO. 06.06 Employee Initiated Job Re-evaluation: a) Any employee, having occupied a position for a minimum of one year (1) year since the date of last evaluation/re-evaluation, who feels that there has been a material change in the duties or responsibilities of the position and wishes to initiate a re-evaluation, shall complete a Job Re- Evaluation Request Form (Appendix 5) and shall forward it along with a copy of the proposed job description to their immediate non-union supervisor. b) If the immediate non-union supervisor agrees that there has been a material change in the duties or responsibilities of the position, they shall approve the request, amend the job description accordingly and forward it along with the signed form to the Director for review and approval. c) If the immediate non-union supervisor does not agree there has been a material change in duties or responsibilities, they will notify the employee in writing within thirty (30) calendar days of receipt of the request. The employee may appeal this decision to the Director. d) If the Director agrees with the request for re-evaluation and the proposed job description, they will sign and forward same to the Chair of the Job Evaluation Committee within forty-five (45) calendar days of when the request was submitted by the employee. The Chair will review and confirm material change in the duties and responsibilities. e) When the Director does not agree with the request for re-evaluation, they will advise the employee in writing within forty-five (45) calendar days of when the request was submitted by the employee. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 17 of 20 Procedure Number: HUR 080-001 f) Within sixty (60) calendar days after receipt of the proposed job description and Form, the Job Evaluation Committee shall convene to review and re-evaluate the amended job description. g) Salary increases resulting from the job re-evaluation shall be made effective as of the date the Director authorized the Job Evaluation Request Form. 06.07 Where an employee is not satisfied with the result of a job re-evaluation, they may appeal the decision made by the Job Evaluation Committee in the following manner: a) Within fifteen (15) calendar days the employee will appeal to the Director, stating reasons, in writing, why the job description should undergo a second review. b) If the Director does not concur with the employee, within fifteen (15) calendar days they shall advise the employee accordingly in writing, providing the reasons. c) If the Director concurs with the employee, within fifteen (15) calendar days they shall submit a written request to the CAO for a second review of the position to be performed by the Appeals Committee. The CAO shall render a final decision in writing within thirty (30) days. d) The Appeals Committee shall be comprised of the following: i. Job Evaluation Chairperson (Human Resources) ii. Director, Human Resources iii. Another Director (not participating in the initial review). e) Decisions of the Appeals Committee are final. 06.08 When a position is re-evaluated to a higher Pay Grade, the incumbent will be placed at the step of the new Pay Grade that affords the smallest increase, and is at least equal to 3% more than their current salary. 06.09 When a position is re-evaluated to a lower Pay Grade, the incumbent will be red-circled for six (6) months, and then placed at the step in the new Pay Grade that affords the smallest decrease. 06.10 When a position is re-evaluated and there is no change in Pay Grade, the Director may seek approval from the CAO to provide the employee with a salary adjustment within the current Pay Grade. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 18 of 20 Procedure Number: HUR 080-001 07 Hours of Work The City recognizes that in order to provide efficient service to the public, it is necessary for groups of employees within the organization to work hours outside their normal workday. This procedure outlines the normal hours of work and the entitlement of non- union employees to paid overtime and time off in lieu. 07.01 Standard Working Hours: a) Management Employees - The normal workday for such employees is seven (7) hours per day between 8:30 am and 4:30 pm, Monday to Friday, with a one (1) hour unpaid lunch break. b) Non-supervisory Employees - The normal work day for such employees is seven (7) hours per day between 8:30 am and 4:30 pm, Monday to Friday, with a one (1) hour unpaid lunch break, except where the terms and conditions of employment state otherwise. c) The City may establish hours of work and days of work for work units, other than those set out above, depending on the nature of the business and the requirements of the Corporation. d) Employees working full-times hours shall be granted a fifteen (15) minute rest period during the first and second halves of the work day. e) Employees working part-time hours who work three (3) consecutive hours or more shall be entitled to a fifteen (15) minute rest period. 07.02 Overtime All employees are required to manage their time effectively so as to minimize the need to work overtime. From time to time, the needs of the City may require the performance of overtime when the work in a department cannot be completed during regular working hours, or when emergency or unusual conditions arise. In such circumstances, overtime may be authorized and scheduled by any level of management. Overtime is to be reported to the nearest quarter hour. a) There is no compensation for working overtime available to non-union employees compensated at Pay Grade 8 and above and Municipal Officers as defined in the Ontario Municipal Act, R.S.O. 1990, chapter M.45, section 207.45. b) Employees at Pay Grade 7 and below will be entitled to overtime compensated at one and one-half (1½) times their regular rate of pay when required to work in excess of their normal work day or normal work week. Overtime must be preapproved by the immediate supervisor and for the following authorized reasons: Procedure Title: Compensation & Hours of Work – Non-union Employees Page 19 of 20 Procedure Number: HUR 080-001 I. Employee is required to deal with emergencies or unusual conditions. II. To attend evening business meetings scheduled to begin after their normal work day or work week and they are unable to make arrangements with their supervisor to flex their time to work outside of their regular schedule. III. Excess or overflow work that despite all efforts the employee is unable to complete during regular working hours. c) The immediate non-union supervisor will determine if overtime worked by the employee will be compensated in time off in lieu or paid dollars if budgeted funds permit. d) If an employee is required to work overtime on a Sunday or on a Paid Holiday, then payment will be at a rate of double time (2x) the employee’s regular rate of pay. e) In order to qualify for overtime compensation, a part-time employee must have worked in excess of the normal work day or normal work week as that of a full-time employee. 07.03 Time off in Lieu General Principles: a) Employees at non-union Pay Grade 8 and above are not eligible for time off in lieu. b) Employees in Pay Grade 7 and below may earn lieu time, subject to prior approval from their supervisor. If the immediate supervisor approves time off in lieu, it shall be earned at the applicable overtime rate as outline in 08.02 for each hour of overtime worked. c) Eligible employees may accumulate up to a maximum of five (5) working days at any time. d) Time off in lieu earned up to and including November 30th must be taken in the calendar year in which it is earned or it will be paid out before December 31st. Time off in lieu earned in December may be carried over into the next year if requested in writing prior to the end of the year. e) Use of time off in lieu is subject to the approval of the employee’s immediate supervisor and shall be taken at a time that is mutually agreeable to the employee and supervisor, and at a time that does not interfere with the effectiveness of the work unit. All requests must be made in advance. f) The accumulation and use of time off in lieu is to be properly recorded on the Vacation/Lieu Request form and the bi-weekly time sheet and endorsed by the immediate supervisor. Procedure Title: Compensation & Hours of Work – Non-union Employees Page 20 of 20 Procedure Number: HUR 080-001 08 Professional Designation Fees and Membership Dues 08.01 The City will pay for, or reimburse employees for the cost of annual professional designation or membership fees as they relate to their ability and authority to perform the duties of their role. 08.02 Employees who cease employment with the City will be required to reimburse the City, on a prorated basis at a rate of 1/12 per month of service, for the cost of the annual fee. Appendices Appendix 1 Acting Assignment Form Appendix 2 Exempt Compensation Pay Structure Appendix 3 Job Description Template Appendix 4 Change in Staff Complement Form Appendix 5 Job Evaluation Request Form