HomeMy Public PortalAbout808.5 - Human Resources - Personnel Management - Pay Plans - Administration and MaintenanceHuman Resources Department
Personnel Management Section 808.5
Policies and Procedures Manual Page 1
808.5: Pay Plans – Administration and
Maintenance
Objective:
Provide a pay policy and compensation system that is internally equitable
and competitive with the relevant labor market, so the City can attract,
acquire, and retain competent employees. Unless stated herein, all
positions except Appointed Officials, Police and Fire Management, and as
may be otherwise provided for those covered by bargaining agreements,
are governed by this policy.
Authority:
This policy amended by City Council June 20, 2022 Item A-1.
Direction:
Human Resources Director, as an appointed official, serves at the pleasure
of the Mayor, and receives direction through the Chief Administrative
Officer (CAO) or designee.
Functions:
1. Definitions
The following words or phrases, for the purpose of this procedure,
shall be defined as:
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Contract Employee – An employee who is working under a specified
employment contract, which is subject to City Council approval.
Demotion – Movement of an employee from one classification to
another classification with a lower pay grade.
Intern – An undergraduate or graduate student who is currently
enrolled in a regular course of study in an accredited college or
university whose employment with the City earns college credits
toward graduation. Terms of employment under this category are
intended to include a mutually agreed upon schedule between the
college and hiring department, not to exceed four (4) months in
duration without reassessment. No benefits will be earned (see
Internship Program, Section 800.2).
Lateral Transfer – Movement of an employee from one classification
to another classification with the same or equivalent pay grade.
Length of Service – Service time will be calculated from an
employee’s date of hire or adjusted date of hire with the City in a
benefit eligible or contract position while covered under the City’s
pension plan. When an employee is hired in a temporary position and
moves into a permanent position, the employment date will be
changed to the effective date that the employee moves to that
permanent position.
Merit Increase – An annual adjustment in an individual’s pay based
on job performance. Actual percentage increase will be determined
annually.
Permanent Full-Time Position – A position designated as full-time
and funded annually by City Council.
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Permanent Part-Time Position – A position in the City pay plan
designated as permanent part-time and funded at a minimum of fifty
percent (50%) (twenty (20) hours per week) annually by City Council.
Probationary Employee – An employee assigned to a permanent
position who has not completed a six (6) month probationary period
of employment with the City in that particular position. Temporary and
seasonal employees shall be considered probationary employees
regardless of service tenure.
Promotion – Movement of an employee from one classification to
another classification with a higher pay grade.
Regular Employee – An employee who has completed the
probationary period in a permanent position.
Seasonal Employee – An employee who is hired to work in a position,
other than a permanent position, on an as needed basis. Such
employees are not eligible for any City benefits. A temporary
employment contract must be signed according to the City’s
established procedure.
Special Promotion – Movement of an employee to a higher position
and pay grade upon successful completion of an established trainee
or career ladder program.
Temporary Employee – An employee who is hired to work in a
position, other than a permanent position, on a regular basis for a
specified length of time (not to exceed one year without
reassessment of need). Such employees are not eligible for any City
benefits. A temporary employment contract must be signed according
to the City’s established procedures.
Temporary Position – A position, other than permanent, approved
and funded by City Council. The period of employment for a
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temporary position is for a specified length of time, and the rate of
pay is determined by the Human Resources Director in conjunction
with the Department Director of the requesting department.
Transitional Employee – An employee in a non-Civil Service
permanent position with the City who has been selected and transfers
for the purpose of attending training to become a Police Officer or
Firefighter.
2. Policy
The Human Resources Department is responsible for the
administration and maintenance of the Pay Plans. Pay Plans are
reviewed annually to determine the amount of adjustment, if any,
needed to keep them competitive with the market.
Recommendations for changes in the salary structures and merit
increases are submitted to the Mayor for approval.
Salary increases are based on performance or other actions as
approved according to this policy.
Employees will not be compensated at rates that are less than the
minimum of their assigned pay range. If an employee is scheduled,
and eligible for a Merit Increase and their probationary period is
extended, the employee will receive fifty percent (50%) of the Merit
Increase upon successful completion of probation (overall score is
Meets or Exceeds Standards). (see Section 808.22 Performance
Appraisal and Merit Increase Program). If an employee’s base salary
exceeds the maximum of the assigned salary range, a lump sum
payment will be granted unless an overall performance rating of
“Below Standards” or “Needs Improvement” is received (see Section
808.22 Performance Appraisal and Merit Increase Program).
Payment equals the hourly increase above the maximum, multiplied
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by 2,080 hours for full time employees (1,040 for permanent part -time
employees) paid in one lump sum. This payment will be pensionable.
3. Description of Plan
The Pay Plan governed by this procedure includes exempt positions
which are considered administrative professional or managerial in
nature (see Section 808.7 Classification Plan) and non-exempt
positions, which are considered clerical, secretarial, technical or
paraprofessional in nature, or first line supervisors. This plan provides
a hierarchy of grades and pay ranges, based on internal as well as
market considerations (see Section 808.7 Classification Plan).
4. Administration of Plan
a. Starting Rates – (New Hires)
Determination of starting pay for new hires is made by the
hiring Department Director or designated Appointed Official and
is based on several factors:
i. Salaries offered to new employees must be within the
applicable pay range.
ii. The candidate’s qualifications and work experience
relative to the job requirements
iii. Current pay levels of incumbents in the same or similar
positions within the Department.
iv. Appointed Officials must review and consider salaries of
current job incumbents prior to making the initial salary
determination.
b. New Hire Salary Guidelines
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i. The normal hiring range for new external employees is
between the minimum and midpoint of the pay range.
New hires meeting the minimum requirements for the
position but possessing less than one year of relevant
experience for the job will normally be hired at the
minimum for the pay range. Candidates with more
significant experience and qualifications may be hired
closer to the midpoint of the pay range.
ii. Requests for starting salaries above the minimum must
be approved by the Division Manager and Department
Director with final approval by the Human Resources
Director before an employment offer is made.
iii. There may be occasions when a candidate’s
qualifications and relevant work experience warrant a
starting salary that is greater than the midpoint of the pay
range. Relevant experience is defined as those skills and
attributes identified in the job description and uniformly
recognized in the external market.
All requests for hiring rates above the normal hiring range
(above mid-point) must be approved by the Division
Manager and Department Director and be submitted to
the Human Resources Director for review and approval
with concurrence from the Chief Administrative Officer
before an employment offer can be made.
c. Transfer Within a Pay Plan
i. Promotion – Employees receiving a promotion will receive
a pay increase equal to the midpoint differential between
the pay grade their job is currently assigned and new
position’s assigned pay grade, or to the minimum of the
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new range, whichever is greater. Such increase shall be
capped at twenty-five percent (25%), unless the resulting
rate is below the minimum of the new range, and shall be
no less than seven percent (7%), unless the resulting rate
is above the maximum of the new range.
Exceptions to the policy for promotional increases for
non-bargaining positions, may be authorized by the Chief
Administrative Officer. Exceptions may be granted due to
extenuating circumstances such as internal equity issues
and compression in relation to large promotional
increases. In such cases, an increase less than that
provided for by policy may be proposed, however, the
promotional increase will not be less than seven percent
(7%) unless the resulting rate is above the maximum of
the new range. Requests for a promotional increase less
than provided for by policy must be sent to the Human
Resources Director for review and recommendation, with
final approval by the Chief Administrative Officer.
ii. Demotion – An employee who is demoted either
voluntarily or involuntary will receive a decrease in pay
equal to seven percent (7%) or the maximum of the new
grade, whichever decrease is greater, except when an
employee is demoted during the probationary period, the
employee’s previous rate will apply. Exceptions to this
policy due to special circumstances may be requested by
the applicable Department Director through the Human
Resources Director for review and recommendations with
final approval by the Chief Administrative Officer.
iii. Lateral Transfer – A lateral transfer will not result in a
salary change.
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d. Transfer Between Pay Plans – When an employee moves from
one pay plan to another, the following guidelines will be used to
determine whether the movement is treated as a promotion,
demotion or lateral transfer.
i. Promotion – The midpoint of the grade to which the
employee is being transferred is five percent (5%) or
greater than the midpoint of the employee’s current
grade. The promotional increase will be equal to the
midpoint differential between the paygrade of the
currently assigned position and the new position’s pay
grade. Such increase shall be capped at twenty-five
percent (25%) unless the resulting rate is below the
minimum of the new range and shall be no less than
seven percent (7%).
ii. Demotion –The midpoint of the grade to which the
employee is being transferred is lower than the midpoint
of the employee’s current grade by no less than five
percent (5%). An employee who is demoted either
voluntarily or involuntarily will receive a decrease in pay
equal to seven percent (7%) or the maximum of the new
grade, whichever decrease is greater, except when an
employee is demoted during the probationary period, the
employee’s previous pay will apply. Exceptions to this
policy due to special circumstances may be requested by
the applicable Department Director through the Human
Resources Director for review and recommendations with
final approval by the Chief Administrative Officer.
iii. Lateral Transfer –The midpoint of the employee’s current
grade and that of the position to which the employee is
being transferred, differ by less than five percent (5%).
No change to the employee’s base pay. However, if
current salary exceeds the new maximum, the hourly rate
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is reduced to the new grade maximum and the amount
above maximum is paid in a one-time lump sum.
e. Intern – An employee who is hired as an intern shall be paid at
a rate according to provisions outlined in Section 800.2,
Internship Program.
Approval must be obtained from the Human Resources Director
before employing an intern. A brief job description must be sent
to the Human Resources Director stating work to be done, job
requirements, intended length of employment, weekly hours,
and qualifications which enable them to perform these tasks.
A Temporary Employment Contract, must be signed according
to the City’s established procedure.
f. Trainee Status – If a qualified applicant cannot be found to fill a
position, the position may be temporarily converted to “trainee”
status at one (1) pay grade below that of the permanent
position.
The Office Head/Division Manager will submit a written request
to the Human Resources Director outlining a plan (method) and
time standard in which the applicant will meet the minimum
qualifications for the regular position, not to exceed two (2)
years. Required certification(s) must be obtained within six (6)
months of placement in trainee position. The applicant will
acknowledge, in writing, that if the requirements and time
standards are not met, the employee will be terminated, and the
position will revert to the regular grade.
i. Starting Rates
1. If the “trainee” position is filled with an outside
applicant (new hire), the starting salary will be
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determined by the hiring Department Director in
accordance with 4.a. above.
2. If a current employee is promoted to a “trainee”
position, the employee will not receive an increase
in salary, unless current hourly rate is below the
minimum of the new “trainee” range.
ii. Merit Increases – Employees in a “trainee” status are
eligible for a merit increase (see Section 808.22).
iii. Promotional Increases – The position will be converted to
the regular grade upon completion of the “trainee”
program and the employee will receive the applicable
promotional increase (see Section 4.c, Promotion), or an
increase to the minimum of the salary range of the regular
position grade, whichever is greater.
g. Career Ladder Promotion – Career Ladder/ Promotion Program
may be established when all the following criteria are met:
i. The Trainee Status has been considered (see section 4.f.
above.).
ii. The required knowledge and skills are not readily
available in the Labor Market.
iii. A lengthy training period is required to gain proficiency or
a training/apprenticeship period to obtain required
license/certification.
iv. All employees will perform the same duties once they
reach proficiency. Requests to establish this type of
program must be submitted to the Human Resources
Department for review. Upon successful completion of the
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career ladder/special training program, employees will
receive a promotional increase. The employee will not be
placed in a probationary status upon promotion within the
career ladder.
The supervisor must submit a request, in writing, to
promote the employee. Human Resources Department
reviews the request to ensure the employee meets the
minimum qualifications, performance standards and any
other qualifications set by the department. Human
Resources Department then responds, in writing, whether
the request is approved or denied. If approved, the salary
increase is effective the start of the next pay period.
h. Contract Employees – An employee in a “contract” pay status
will receive pay and benefits as outlined in the approved
contract (see Policy and Procedure 808.9 Contract Positions).
A Contract, reviewed by the City Attorney’s Office, must be
signed and approved by City Council prior to employment.
i. Transitional Status – Transitional employees‟ salaries will be
adjusted to the established rate for those attending training.
They will continue to accrue City benefits, excluding
management leave and compensatory time, held prior to entry
into the training program.
Upon becoming a probationary Police Officer/Firefighter, the
employee will receive City benefits as prescribed in bargaining
agreements. Should the employee fail to complete the
prescribed training, including the Field Training Program, the
employee may be transferred to another vacant City position for
which they are qualified, if available.
The employee will not lose earned benefits, excluding
management leave and floating holidays, when transferring to
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or from the Civil Service position. Pension date will change to
the effective date of the permanent position.
j. Working out of Class – Any non-bargaining employee who is
assigned to work out of classification in a higher non-Civil
Service position, will be given an increase equal to the midpoint
differential between the employee’s current position and the
higher position’s midpoint, or to the minimum, whichever is
greater, capped at twenty-five percent (25%); unless the
resulting rate is below the minimum of the new range, and shall
be no less than seven percent (7%), unless the resulting rate is
above the maximum of the new range. Should the higher
classification be a Civil Service position, the employee may be
granted an increase not to exceed seven percent (7%). To be
eligible for the higher pay, the employee must:
i. Perform substantially all the required duties for the higher
classification. Employees working in a higher
classification for thirty (30) days or less do not have to
meet the minimum qualifications for the higher level job
unless required by law or ordinance. Employees working
for more than thirty (30) days in a higher classification
must meet minimum requirements for that job.
ii. Work in the higher classification for at least 8 hours of
their regularly scheduled shift.
iii. Be in a permanent position.
Out of Class Pay will only be granted when an existing
position is vacant due to vacation, termination, illness,
etc. and not for temporary reassignment for special
projects. Exceptions to the “vacant position” requirement
of this policy can only be made due to extenuating or
emergency circumstances. Exceptions must be requested
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in writing (before) being paid, through the appropriate
Department Director to the Human Resources Director for
final approval. All other provisions of this policy must be
met.
Out of Class Pay will be granted only for time actually
worked and will not include time spent by employee on
personal leave, holidays, or sick leave, or other absence
from the job. After an employee has worked out of
classification for ninety (90) days, the Office
Director/Division Manager will be required to review and
consider any extension of the out of classification status.
Such extension to be approved only if the employee
meets the minimum qualifications as contained in the job
description of the higher classification.
Requests for Working Out of Class Pay must be
submitted by authorized personnel using the online Form
by going to TeamLink, the City of Orlando Intranet page,
under Procurement, Payroll & Accounting, Payroll, select
Pay & Compensation, and Working Higher Class
Adjustment. Requests are to be submitted to the Human
Resources Department by 12:00 Noon on Friday.
k. Effective Date – Personnel changes will be effective the
beginning of a pay period, unless otherwise approved by the
Human Resources Director. The workweek begins on Sunday
at 12:01 AM and ends Saturday at 12:00 midnight; therefore,
transfers, promotions, demotions, etc. must be effective on
Sunday.
l. Longevity – An employee in a permanent full time, permanent
part-time, non-bargaining, non-civil service, contract position
with benefits, and elected and appointed officials will receive an
annual longevity payment based on length of service.
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i. Service time will be calculated from the latest date of
employment or an adjusted date of employment, if
applicable. To be eligible for this payment , the employee
must have completed the specified number of years of
service on or before October 1st of each year and must
be employed as of the date of payment, unless retiring
from the City service or beginning to receive Long Term
Disability benefits in September or October. Note: Time
spent as a contract employee during which the employee
was a participant in the City’s pension plan (on or after
October 30, 1989) will be counted as service time for
longevity purposes.
ii. The following schedule of payment will be used:
0 – 4 years $0.00
5 – 9 years $600.00
10 – 14 years $1,100.00
15 – 19 years $1,600.00
20 – 24 years $2,000.00
25 years + $2,300.00
Employees in permanent part-time positions will receive
fifty percent (50%) of the above payment schedule.
Payment will be made as a separate lump sum each year
and will be subject to required deductions. Longevity
payments will be made during the month of October.
Note: Payment will be made based upon the pay plan to
which employee is assigned as of October 1st.
m. Special Pay Adjustments – When it becomes necessary to
adjust an employee’s salary under certain limited
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circumstances, a Department/Office Director shall process a
request for adjustment through the Human Resources Director
for review and recommendation. The Chief Administrative
Officer shall have final approval authority over adjustments
requested under this section. Examples of situations where an
adjustment may be requested include the retention of a mission
critical key employee when that employee has a documented
offer of employment at a higher compensation level,
adjustments for internal equity purposes (pay compression or
distortion resulting from new hires or promotions from within),
and adjustments for key positions severely out of line with
market conditions whose loss would adversely affect critical
City operations. Approved salary adjustments will be absorbed
by the requesting Department. This paragraph does not apply
to positions covered by bargaining unit agreements.
Forms:
Form 808.51.1 – Request for Working Out of Class Pay.
Committee Responsibilities:
None.
Reference:
City Council Minutes, November 3, 1963; amended February 14, 1966;
amended June 23, 1969; Item 35; amended April 20, 1970, Item 27;
amended March 22, 1971, Item 34; amended November 13, 1972, Item 12;
amended October 24, 1977, Item 13: was renumbered from 708.6 and
amended October 8, 1980, Item 8; amended May 18, 1981, Item 17;
amended July 20, 1981, Item 11; amended May 17, 1982, Item 12V;
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amended October 4, 1982, Item 15X; renumbered from 708.5 and
amended January 24, 1983, Item 15S; amended January 23, 1984, Item
13A-19; amended September 8, 1986, Item 28A-22; amended May 16,
1988, Item 19A-5; amended February 11, 1991, Item 3/7. amended June
21, 1993; Item 2-P; amended December 12, 1994, Item MM; amended July
10, 1995, Item UU; amended March 11, 1996, Item 3KK; amended March
23, 1998, Item 3KKK; amended May 24, 1999, Item 5-LL; amended April 3,
2000, Item 2PPP; amended May 22, 2000, Item 8-ZZ; amended April 2,
2001, Item B6; amended June 3, 2002, Item B24; amended December 2,
2002, Item a18; amended July 28, 2003, Item a4; amended September 15,
2003; amended August 9, 2004, Item A4; amended December 13, 2004,
Item A8; amended July 25, 2005, Item A11; amended February 13, 2006,
Item A5; amended June 18, 2007, Item A2; amended May 10, 2010, Item
A2.; amended October 7, 2019, Item A3; amended June 20, 2022, Item A-
1.
Date:
This policy effective June 20, 2022.