Chapter 2-Hours and Attendance.
2.1 Working hours.
- A normal working schedule for regular, full-time employees comprises forty hours each workweek. The Mayor may establish different work schedules, such as in police employees, to meet job assignments and provide necessary City services. Each employee’s department head will advise the employee regarding his/her specific working hours.
- Regular part-time and temporary employees will work hours as specified by their department heads.
2.2 Hours of work and overtime.
- All City positions are designated as either “exempt” or “non-exempt” according to the Fair Labor Standards Act (“FLSA”) regulations and/or Washington State Law.
- For non-exempt City employees, the established work period is forty hours within a seven-day workweek.
- Non-exempt employees may be entitled to additional compensation, either in cash or in compensatory time off, when they work more than the maximum number of hours during a work period.
- An employee's department head must authorize all overtime pay before an employee may work overtime hours.
- Consistent with federal and state laws, the City calculates overtime/compensatory time at one and one- half times the employee’s regular rate of pay for all time worked beyond the established work period.
- When computing overtime/compensatory time, the City counts holiday leave, sick leave, vacation leave, and the use of already accrued compensatory time as hours worked as approved by department head.
- The City expects exempt employees to work the number of hours necessary to fulfill job assignments, and it expects exempt employees will work at least a forty-hour workweek. An exempt employee must follow the City’s leave request procedures for any time away from work.
- Exempt employees are not covered by the overtime provisions of the FLSA or Washington State Law. Exempt employees receive neither overtime pay, nor compensatory time.
- The City has a responsibility to account for the tax revenue it receives. This principle of public accountability prohibits the City from gifting public funds (Washington Constitution article 8, section 7). Likewise, WAC 296-128-533 permits the City to reduce an exempt employee's pay for absences of less than one work day. Thus, if an exempt employee works less than 40 hours in a workweek, the City will require that employee to use accrued leave for each hour absent from work. If an exempt employee has no accrued leave, the City will reduce the amount of that employee’s pay by the number of hours absent from work.
2.3 Compensatory time.
Non-exempt employees entitled to overtime pay may elect to receive compensatory time. Department Heads may approve requests for compensatory time on a case-by-case basis. If an employee’s department head approves the request for compensatory time, the City will credit the employee with one and one-half times the hours worked as overtime.
- Employees may use compensatory time within a reasonable time after making a request to their department head, unless doing so would unduly disrupt City operations. Employees must use compensatory time in hourly increments.
- The City will pay out any unused compensatory time based upon the balance at the end of November. The employee will receive this compensatory pay by December 5.
- Punctual and consistent attendance is a condition of employment. Each department head shall maintain an accurate record of his/her employee’s attendance.
- If an employee cannot work or unable to report to work on time, he or she must notify his/her supervisor, when possible, ordinarily before the work day begins or within thirty minutes of the employee’s usual starting time. If the absence continues beyond one day, the employee reports in each day. If the supervisor is unavailable, the employee may leave a message with his/her designated representative, stating the reason for being late or unable to report to work.
- The City expects employees to report to work even during inclement weather. Department heads may allow employees to report late or leave early during severe weather conditions. Non-attendance, however, will be counted as an absence from work and will be charged to accrued vacation leave hours. If severe weather conditions arise, the Mayor or the Chief of Police may close City Hall. If City Hall is closed, employees will be advised accordingly.
- No employee shall be absent without authorization or notification.
- Non-exempt employees: Semi-monthly, each department head shall turn in a signed work record for each non-exempt employee within his/her department, noting hours worked, leave taken and overtime worked.
- Exempt Employee Time-sheets. An employee employed in executive, administrative, professional, or certain computer-related capacities generally is exempt from the provisions of the Fair Labor Standards Act. Even though an exempt employee does not receive overtime compensation, the City requires an exempt employee to complete a semi-monthly time-sheet if the exempt employee has used accrued or exchange time or has not worked 40 hours each week in the time period. The Mayor shall sign work records for department heads
- Exchange Time Off. Every January 1st, the City will give an exempt employee 40 hours of Exchange Time Off. An exempt employee may use exchange time off to offset any deficit in meeting the requirements of paragraph 2.2(i) The Mayor must pre-approve an exempt employee’s use of Exchange Time Off. An exempt employee must take exchange time off in hourly increments. Exchange time off hours do not carry over year to year. Unused hours on December 31st of each year, will be lost. Accrued exchange time off hours are not eligible for payout at any given time.
- All time-sheets are due the 1st and 16th of every month, no later than 9:00 a.m.
2.5 Breaks and meal periods.
- An employee may take a fifteen-minute break for every four hours worked. An employee must coordinate all breaks, so they do not interfere with City business or with service to the public.
- Department heads shall schedule meal periods. The scheduling of meal periods may vary depending on department workload. Meal periods are unpaid and usually one hour in length.
2.6 Call back.
- The City defines a “call back” as an official assignment of work, which does not immediately precede or immediately follow an employee's scheduled work hours. The City shall compensate call back at the appropriate rate for two hours or for the actual time of the assignment, whichever is greater.
- All employees are subject to call back in emergencies or by the City to provide necessary services to the public.
- A refusal to respond to a call back, without reasonable explanation, is grounds for immediate disciplinary action, including termination.
- Employees called back to duty will be paid their appropriate rate of pay for hours worked (the overtime rate, if applicable.)
2.7 Payroll records.
The Human Resource office keeps official payroll records.