Loading...
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. Human Resources Department Section 808.6 Policies and Procedures Manual Page 2 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 Human Resources Department Section 808.6 Policies and Procedures Manual Page 3 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: Human Resources Department Section 808.6 Policies and Procedures Manual Page 4 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. Human Resources Department Section 808.6 Policies and Procedures Manual Page 5 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 Human Resources Department Section 808.6 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 Human Resources Department Section 808.6 Policies and Procedures Manual Page 7 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.