HomeMy Public PortalAbout808.6 - Human Resources - Personnel Management - Exempt Classifications and Benefit ProgramHuman Resources Department Section 808.6
Policies and Procedures Manual Page 1
808.6: Exempt Classifications and Benefit
Program
Objective:
Identify and define exempt positions and benefits to include: Executive
Management, Senior Management, Civil Service Management, Middle
Management, Administrative, and Professional positions.
Authority:
This policy amended by City Council January 8, 2024, Item A-01.
Direction:
Human Resources Director, as an appointed official, serves at the pleasure
of the Mayor, and receives direction through the Chief Administrative
Officer or designee.
Functions:
1. Definitions
The following words or phrases for the purpose of this procedure are
defined as:
a. Elected Officials — The Mayor and Commissioners elected to
office by vote of the citizens of the City of Orlando.
b. Appointed Officials — Officers of the City appointed pursuant
to Section 3, Chapter 2 of the City Charter and Section 2.05 of
the City Code.
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c. Executive/Senior Management — All appointed officials.
d. Exempt Positions — Executive Management, Senior
Management, Civil Service Management, Middle Management,
Administrative, and Professional Positions. Exempt positions
are paid on a salaried basis, regardless of hours worked.
e. Civil Service Management — Personnel whose duties consist
of managing a recognized entity within the Police or Fire
Department in which they customarily direct employees, have
authority to make personnel decisions, and customarily and
regularly exercise discretion in their jobs.
f. Middle Management — Personnel whose primary duties consist
of responsible office or non-manual work directly related to
management policies or general operations. They are
responsible for the accomplishment of an assigned body of
work, which includes planning, selecting, or devising the
methods and procedures to be used by a group of
subordinates. They supervise the activities of these
subordinates and assure, in some instances, through
subordinate supervisors, performance of the required quantity
and quality of work with effectiveness and efficiency. They work
under general supervision and customarily and regularly
exercise discretion and independent judgment in making
important decisions. They spend at least eighty percent (80%)
of their time performing these functions.
g. Administrative — Personnel whose primary duties consist of
responsible office or non-manual work directly related to
management policies or general operations. They perform
functionally diverse activities. Work is governed by general
instructions consisting primarily of objectives, priorities, and
deadlines and requires the analysis of broad problems and the
planning of interrelated activities and involves gaining
cooperation of and persuading others outside their immediate
department. They plan the details of work and methods to attain
objectives and make recommendations based on designated
standards accepted within their occupational category and City
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philosophy. They work under general supervision, assist an
executive employee, and regularly exercise discretion and
independent judgment in making important decisions. They
spend at least eighty percent (80%) of their time performing
these functions.
h. Professional — Personnel whose primary duties consist of
work requiring advanced knowledge in a specific field of
science or learning, customarily obtained by prolonged courses,
specialized instructions and study or work which is creative and
requires invention, imagination, or talent. They spend at least
eighty percent (80%) of their time performing these types of
functions. Examples of professions which meet the “prolonged
courses in specialized instruction and study” include accounting
and engineering.
2. Policy
This benefit program was designed to aid in attracting and retaining
responsible, highly competent management/professional personnel.
This procedure outlines special benefits established for employees in
exempt categories described above.
3. Description
Those positions defined as exempt in the job description are provided
with the following benefits:
a. Management Leave
Inasmuch as Executive Management, Senior Management,
Middle Management, Administrative, and Professional
personnel are paid on an annual salary basis and are not
eligible for overtime or compensatory time, employees in these
categories (excluding Mayor and Commissioners) may be
granted Managerial Leave.
Management Leave — a specified number of additional leave
hours during each calendar year. Management Leave shall be
credited as follows:
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i. Executive Management, Senior Management: sixty-four
(64) hours per year.
ii. Employees in pay grades NB116, NB117, and NB118 as
well as Civil Service Management: forty (40) hours per
year.
iii. All other full-time permanent exempt positions: twenty-
four (24) hours per year.
iv. Employees in permanent part-time exempt positions will
receive fifty percent (50%) of the appropriate level benefit.
Management Leave does not accrue from year to year. At the
end of the last pay period beginning in December, and also
upon termination, the employee’s unused management leave
will be forfeited. An employee must be employed for ninety (90)
days in an exempt category to be eligible to use the allotted
Management Leave of that category.
An individual hired into an exempt job category on or after July
1st will not be eligible for Management Leave for that year.
During the first pay period beginning in January, each
employee in any of these three (3) categories will be awarded
the appropriate number of hours. As the employee uses
Management Leave, it is reported on the payroll and deducted
from the hours available for that individual. Minimum charge for
Management Leave is one (1) hour. All unused Management
Leave will be forfeited upon separation from the City.
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b. Medical Benefits
Paygrades NB114 through NB124, S9 - S8, JD1 through JD4,
and elected officials.
Provided that funds are allocated for this purpose within the
City’s annual budget, employees in these categories have an
additional three hundred and fifty dollars ($350.00) available
each fiscal year (October 1 through September 30) for non-
reimbursable personal medical expenses (e.g., routine physical
examination, eye examination, glasses, dental work). This does
not include expenses incurred by individuals other than the
employee. This $350.00 will not accrue; if not used, any
remainder at the end of the fiscal year or upon separation will
be forfeited. Expenses must be submitted by the last business
day of the fiscal year.
This $350.00 is available on a reimbursable basis. The
employee must provide receipts containing the employee’s
name, stipulating what the expenditures were for, and certifying
that the medical expenses were not paid by an insurance
company. Medical expenses reimbursed under this policy may
also be used to satisfy any deductibles (but not premiums)
required by the employee’s group health insurance coverage.
The Medical Reimbursement Form (Form 808.6.1) must be
completed and signed by the employee to apply for
reimbursement. The Employee Benefits Section will review and
approve the request for reimbursement, if all proper
documentation is provided, and forward to Accounting-Payroll
for payment on the next payroll check.
c. Administrative Leave
Since Executive Management, Senior Management, Middle
Management, Administrative, and Professional personnel are
paid on an annual salary basis and are not eligible for overtime
or compensatory time, employees in these categories
(excluding Mayor and Commissioners) may be granted
Administrative Leave at the discretion of the Office
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Policies and Procedures Manual Page 6
Head/Division Manager/Department Director. Such
Administrative Leave shall only be granted in extenuating
circumstances for a maximum period of eight (8), ten (10), or
twelve (12) hours in any pay period, depending on the
employee regular work schedule/shift. Anything in excess of
one work day/shift (i.e., 8, 10, or 12 hours) must be approved in
advance in writing by the Chief Administrative Officer or
designee. (For Civil Service Management see Civil Service
Code Section 10.5, “Administrative Leave.”) Administrative
Leave is not paid on an hour-for-hour basis.
Administrative Leave is not chargeable to Sick, Personal, or
Managerial Leave, but is reflected on the payroll.
d. Educational Benefit Program
Policy and Procedures Section 808.17 outlines the procedure
for educational financial assistance.
e. Longevity Program
Refer to Policy and Procedures Section 808.5 for guidelines
and payment schedule.
f. Personal Leave
Refer to Policy and Procedures Section 808.15, “Personal
Leave” for personal leave provisions.
4. Administration of Plan
The Human Resources Department is responsible for the
administration of this program.
Forms:
Medical Reimbursement Form
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Committee Responsibilities:
None.
Reference:
This procedure established March 10, 1980, adopted by City Council April
21, 1980, Item 18; renumbered from 708.6 to 808.6, and amended June
18, 1984, Item 13, A-9; Policy and Procedure 708.31 merged with 808.6
and amended June 29, 1987, Item 12, A-39; amended May 16, 1988, Item
19, A-5; amended February 19, 1990, Item 10, A-4; amended June 21,
1993, Item 2-P; amended August 9, 1993, Item OO; July 24,1995, Item
GG; amended March 11, 1996, Item 3 KK; amended October 21, 1996,
Item 8-YY; amended May 22, 2000, Item 8-ZZ; amended July 16, 2000;
amended June 03, 2002, Item B24; amended June 18, 2007, Item A-2;
amended May 10, 2010, Item A-2; amended October 7, 2019, Item A-3;
amended by City Council March 30, 2020, Item A-6; amended by City
Council June 26, 2023, Item A-3; amended January 8, 2024, Item A-01.
Effective Date:
This policy effective January 8, 2024.