CODE 7 - WAGES AND SALARIES

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1 CODE 7 - WAGES AND SALARIES 7.01 SALARY SCHEDULES TABLE OF CONTENTS A. Credit of Non-Instructional Related Experience for Returning Employees B. Credit for Teaching and /or Work Related Experience for New Employees on the Teachers' Salary Schedule C. Promotions D. Reclassification E. Demotion 7.02 CONTRACT DATES AND STEP INCREASES A. Teachers' Salary Schedule B. Non-Teachers' Salary Schedule C. Contract Date Following Leave or Suspension D. Contract Date Following Reinstatement or Re-employment 7.03 WITHHOLDING OF REGULAR SALARY OR STEP INCREASE A. Requirements B. Appeal 7.04 OVERTIME AND COMPENSATORY TIME 7.05 SUPPLEMENTS 7.06 DIFFERENTIALS A. Non-Exempt Employees-Overtime B. Non-Exempt Employees-Compensatory Time C. Exempt Employees-Compensatory Time A. Criteria for Receiving a Supplement B. Limitations on Supplements A. Night Work B. Supervisory Duties C. Extra Duties Page 1 of 30

2 CODE 7 - WAGES AND SALARIES TABLE OF CONTENTS (continued) 7.07 METHOD AND TIME OF PAYMENT 7.08 PAYCHECKS 7.09 PAY RATE A. Pay Dates B. Times to "Pick Up" Checks C. Summer School Pay A. Paychecks for Substitute Employees B. Misdirected Checks C. Lost Paychecks D. Direct Deposit of Paychecks A. Per Diem Rate B. Extra Days Worked, 9 1/2-, 10-, or 11 Month Personnel 7.10 PAYROLL DEDUCTIONS A. Types and Schedule B. Social Security (F.I.C.A.) and FICA Medicare C. Medical Insurance D. Income Protection E. Credit Unions F. United Way Fund G. Annuities H. Garnishments 7.11 PAYMENT FOR ADDED DEGREES, LICENSES, OR SEMESTER HOURS 7.12 TRAVEL ALLOWANCE A. Employees on the Teachers' Salary Schedule B. Instructional Assistants C. Classified Employees D. Procedures Page 2 of 30

3 CODE 7 - WAGES AND SALARIES Code SALARY SCHEDULES The compensation of personnel is based on salary schedules which are approved annually by the School Board. The salary schedules include various classifications and salary ranges within each classification. 1. Personnel are placed on the appropriate salary range of the proper current salary schedule. An assignment to the appropriate salary range is made on new or revised positions at the time of their approval. 2. An employee, upon original appointment, normally is placed at the beginning step of the salary schedule assigned to the class to which the position is allocated. Employment at a salary above the beginning step may occur when it is justified by exceptional qualifications or lack of qualified applicants available at the beginning step of the salary schedule. The recommendation for exception to this procedure shall come from the the Human Resources Department and shall be approved by the Superintendent or designee. A. Credit for Non-Instructional Related Experience for Returning Employees Weighted step credit may be given to employees returning to the system provided: 1. Such experience is directly related to the current position. 2. The break in service is no longer than two (2) years. If the break in service exceeds two (2) years, even if the experience is directly related, the division shall give credit in accordance with the procedures established for new employees. (cont.) Page 3 of 30

4 CODE 7 - WAGES AND SALARIES Code SALARY SCHEDULES (continued) B. Credit for Teaching and/or Work Related Experience for New Employees on the Teachers' Salary Schedule Credit for teaching and/or work related experience shall be allowed new employees as follows: 1. Credit for full-time contractual teaching and or work experiences in public or state accredited private schools and accredited institutions of higher learning, in or out of state, in accordance with the existing Teachers Salary Schedule. 2. Credit for full-time experience in selected highly technical areas outside the public teaching environment but not on a one-for-one basis. The maximum credit allowed for this experience shall be two (2) years directly-related experience for one (1) year s credit. Work at a level not consistent with the teaching profession shall not be considered for credit purposes. 3. Credit for experience as a guidance counselor, social worker, psychologist, occupational therapist, or physical therapist in public or state accredited private schools and accredited institutions of higher learning, in or out of state, in accordance with the existing Teachers' Salary Schedule on a one-for-one year basis. C. Promotions An employee who is promoted is placed on the step that shall provide the employee with an increase over current salary (excluding supplemental compensation) of not less than five (5) and not more than 10 percent. An employee whose current salary is at such a level that the 10 percent rule cannot apply shall be placed on Step 1 of the appropriate salary range. The Superintendent may make exceptions to above procedure when appropriate. D. Reclassification An employee whose position is reclassified to a higher grade on the salary schedule shall be placed on the new grade and step equal to or closest to the employee's current base salary. If the employee's current base salary is below the first step of the new grade the employee shall be placed on the first step. Page 4 of 30

5 CODE 7 - WAGES AND SALARIES Code SALARY SCHEDULES (continued) E. Demotion Demotions may be voluntary or involuntary. 3. The voluntary demotion of an employee is considered the reverse of a promotion and follows the same procedure outlined under promotion. (c) (d) Length of service in the higher level position may be considered when determining the proper step. Such consideration shall be approved by the Human Resources Department. If the demotion rescinds a recent promotion (less than one (1) year) then the salary upon the demotion shall be as if the promotion had never taken place. 4. In the involuntary demotion of an employee due to disciplinary reasons or due to an employee no longer meeting the minimum qualifications of the job, the salary shall be reduced on a step-for-step basis, unless otherwise specified. The treatment of salary shall be explained clearly as part of the disciplinary action. Dated 10/5/87 Revised 6/24/97 See: School Board Bylaws and Policies, Section Salary Adoption Page 5 of 30

6 CODE 7 - WAGES AND SALARIES Code CONTRACT DATES AND STEP INCREASES A. Teachers' Salary Schedule 1. A person employed for one (1) full semester or more in any school session shall move to the next step at the beginning of the next school session, dependent upon budget appropriations and if the course work is completed. 2. A person employed for any portion of the second semester shall not receive a step increase at the beginning of the next school session but shall receive a step increase the next school year, dependent upon budget appropriations. 3. Contract date shall always reflect the beginning of the school year. 4. Verification of course work (transcripts) shall be in the Human Resources Department by January 15 of any school year for salary to advance during that school year. This payment is not retroactive to prior years. 5. Employees new to the division shall be placed on Step 1 of the salary schedule unless verification of past experience and official transcripts are on file in the Human Resources Department. Verification shall be on official written documentation. New employees have 90 days after the hire date to submit transcripts and verification of employment if they are to be awarded credit during that year. Educational verification and/or work verification, if not submitted within 90 days, is not retroactive to prior years. The Human Resources Department is responsible for informing and assisting new employees of this requirement. (cont.) Page 6 of 30

7 CODE 7 - WAGES AND SALARIES Code CONTRACT DATES AND STEP INCREASES (continued) B. Non-Teachers' Salary Schedule 1. A person employed for one (1) full semester or more in any school session may move to the appropriate step at the beginning of the next school session, dependent upon budget appropriations. 2. A person employed for any portion of the second semester shall not receive an increase until one (1) year later. 3. Contract date shall always reflect the beginning of the school year. C. Contract Date Following Leave or Suspension Except as noted elsewhere, when an employee is on an approved leave of absence without pay or is suspended for 10 consecutive working days or more, the contract date shall be delayed by the number of days the employee is not in pay status. Credit for step increase is given for: 1. approved leave of absence with pay 2. leave of absence without pay for less than 10 days D. Contract Date Following Reinstatement or Reemployment An employee who is reinstated within 10 working days of resignation retains the same contract date as before resignation. Other reinstated employees have their contract date postponed for a period of time equivalent to the time they are separated from service. Dated 6/15/85 Revised 6/24/97 The contract date for an individual who is reemployed is the date of reemployment. Page 7 of 30

8 CODE 7 - WAGES AND SALARIES Code WITHHOLDING OF REGULAR SALARY OR STEP INCREASE In order to ensure that employees of the school division who do not perform satisfactorily or who otherwise fail to conduct themselves consistent with Richmond Public Schools standards receive no additional salary, directors/principals may recommend to the School Board that a step increase be withheld. A. Requirements 1. Increases shall not be withheld for longer than one (1) year unless a subsequent request is submitted and approved. B. Appeal Dated 7/18/83 2. The recommendation shall be submitted to the Human Resources Department with subsequent approval from the Superintendent or designee. The employee may appeal the decision in accordance with grievance procedures outlined in Code or as appropriate. See: Code Disciplinary Action: Appeal of Non-Renewals, Dismissals, Suspensions, Layoffs, Demotions - Professional-Other and Classified Employees Code Grievance Procedures: Adoption of Policy Page 8 of 30

9 CODE 7 - WAGES AND SALARIES Code OVERTIME AND COMPENSATORY TIME Non-exempt employees who are required to work in excess of 40 hours per week shall receive overtime pay at one and one-half (1 1/2) their regular hourly rate of pay. In lieu of overtime pay, compensatory time may be granted provided certain standards are met. Exempt employees shall not be paid overtime. Exempt and non-exempt employees are listed in the Richmond Public Schools Salary Schedules Booklet. 1. The departmental director/principal is responsible for control and recording of overtime and compensatory time. 2. Overtime (earned and used) shall be recorded on Time and Attendance worksheets and submitted to payroll by the end of the reporting period. 3. Compensatory time earned shall be recorded in a memorandum to payroll that is forwarded along with the Time and Attendance worksheets. Compensatory time used shall be recorded on Time and Attendance worksheets. 4. In all cases, any hours worked in excess of 40 hours per week shall be expressly approved in advance by the supervisor. 5. For the purpose of determining hours worked, the regular work week is defined as Monday through Sunday. A. Non-Exempt Employees Overtime An employee contracted to work on a seasonal or part-time basis is not eligible for overtime pay unless the employee has worked over 40 hours during the week. For example, bus operators who work an average of 30 hours per week shall not be eligible for overtime pay unless they work over 40 hours in any given week, to include Saturday and Sunday hours. An employee who works up to but not in excess of 40 hours per week shall receive his/her regular pay rate times the number of hours worked. Page 9 of 30

10 1. Computation of Overtime Official school holidays shall be considered as part of the 40-hour work week requirements. When an employee is granted compensation for sick leave, vacation, family illness, etc., compensated hours are not taken into account when computing overtime pay. (cont.} Page 10 of 30

11 CODE 7 - WAGES AND SALARIES Code OVERTIME AND COMPENSATORY TIME (continued) A. Non-Exempt Employees--Overtime (continued) Page 11 of Hours Worked in a Second Job The part-time hours of employees who voluntarily, occasionally, or sporadically work in capacities that are different from their regular job shall not be counted for overtime compensation purposes and shall be paid at the regular rate for that activity. B. Non-Exempt Employees--Compensatory Time In lieu of overtime payment, compensatory time may be granted to non-exempt employees at one and one-half (1 ½ hours for each hour worked, except that compensatory time taken during the same work week is restricted to one (1) hour time off for each hour worked. C. Exempt Employees - Compensatory Time 1. Exempt employees shall receive compensatory time for required work of time worked outside the normal work hours. Such required work shall not be time associated with school staff meetings or staff development sessions or time worked for which employees receive a stipend or supplement. 2. Exempt employees shall receive prior approval for work outside the normal work hours before compensatory time may be granted. 3. Compensatory time for exempt employees shall be granted at the rate of one (1) hour compensatory time for one (1) hour worked. 4. Accumulated compensatory time shall be carried from one (1) calendar year to the next; however, compensatory time should be taken within three (3) months of the time worked. Exempt employees who have earned

12 compensatory time shall use such time before using vacation time or other leave. Dated 1/15/86 Revised 6/24/97 Page 12 of 30

13 CODE 7 - WAGES AND SALARIES Code SUPPLEMENTS Certain assignments require extra responsibility or extra time over and above that required of other employees who are on the same position in the basic salary schedule. A. Criteria for Receiving a Supplement 1. Supplements are paid to employees who work with activities which require an extensive amount of time, responsibility, and/or supervision of pupils beyond the normal work load as well as to certain other employees who perform temporary supervisory duties in addition to their regular duties. Types of Supplements Supplements are permitted for the following categories: (a) (b) (c) (d) special administrative assignments approved extra-curricular activity duties coaching assignments and VHSL activities night school duties 2. Supplements are awarded also to personnel who have increased their professional abilities through extensive training. Degrees which qualify an employee for an advanced degree supplement shall be granted from an institution of higher learning which is recognized by the Virginia Department of Education for licensure purposes. (cont.) Page 13 of 30

14 CODE 7 - WAGES AND SALARIES Code SUPPLEMENTS (continued) B. Limitations on Supplements Dated 11/21/84 1. Waiver of supplement payment shall apply when such payment is affected by program budget restrictions. 2. Names of personnel receiving supplements and the amount of the same are approved by the School Board each year. 3. Unless terminated earlier, supplemental pay assignments automatically expire at the end of the school year. Assignments are valid only as long as they continue to be part of the school program and there is sufficient funding. They may be terminated at any time at the discretion of the principal/director in keeping with State requirements. 4. Supplemental pay assignment is not a part of a person s regular contract, and does not carry continuing contract rights. An employee has no contractual right to continuation of a supplement from one (1) season to another. Further, removal of a supplement during the stipulated period is authorized, provided the employee is informed of the reason. Page 14 of 30

15 CODE 7 - WAGES AND SALARIES Code DIFFERENTIALS Differentials may be paid to a classified employee performing special or extra duties. Differential rates are established annually by the School Board and are paid in addition to the regular compensation fixed in the salary schedule for the class of position to which the employee is assigned. A. Night Work 1. Whenever any full-time classified employee regularly is required to perform service at night, they may receive a differential established by the School Board. This additional compensation may only be paid to employees working a fixed shift where one-half (1/2) or more of the employee s regular working hours are scheduled after normal work hours. In general, normal work hours shall not be presumed to be over until after 4:30 p.m. (Note: A fixed shift is one in which the normal working hours are identical each working day for a period of not less than 120 calendar days.) 2. Individuals on rotating shifts are not eligible for this differential. B. Supervisory Duties Whenever a full time classified employee is required to give incidental assistance in addition to performing regular duties by supervising two (2) or more employees performing service in the same location where no regular supervisor is assigned, they may receive compensation for such service equal to the hourly compensation fixed in the pay range for the class of position to which he/she is assigned plus the established differential. C. Extra Duties Whenever a full-time classified employee temporarily is required to perform the duties of a position in a higher pay range than that to which they are assigned, and when the assignment extends beyond 10 consecutive working days, they may receive compensation retroactive to the date they began acting in that capacity equal to the step in the higher pay range they would have received if they had been promoted to that classification. Dated 7/18/83 Page 15 of 30

16 CODE 7 - WAGES AND SALARIES Code METHOD AND TIME OF PAYMENT The normal pay days for employees of the School Board are the 15 th and the last day of the month, unless it falls on a weekend or holiday, and then it shall be the last preceding work day. An employee s normal gross pay (before deductions) is computed by dividing his/her annual contracted salary by the number of paychecks to be received during that contract year. The number of days for final pays of terminations shall be based upon actual days worked during that last pay period. A. Pay Dates B. Times to "Pick Up" Checks 1. Whenever a pay date falls on a holiday for all School Board employees, checks are distributed to the location or department the day before. 2. If a holiday for 9 1/2-, 10-, or 11-month employees falls on a regular pay date, checks are distributed via United States mail the day ahead. For this reason, address changes should be reported promptly to the Human Resources Department. Departmental checks may be picked up from the Finance Department between 8:30 a.m. and 11:30 a.m. or 2:00 p.m. and 4:00 p.m. C. Summer School Pay Summer School employees shall be paid in two (2) or three (3) installments and shall receive their first payment in July. Such employees shall be paid at a rate approved by the School Board. Dated 7/18 /83 Revised 6/24/97 Page 16 of 30

17 CODE 7 - WAGES AND SALARIES Code PAYCHECKS A. Paychecks for Substitute Employees Substitute paychecks are distributed via United States mail. B. Misdirected Checks The Finance Department (payroll section) should be notified immediately of checks received for personnel not in the school or department. Such checks are not to be forwarded to another location. They shall be returned to the Finance Department immediately by messenger, never by mail. C. Lost Paychecks Paychecks which are lost after being mailed or received by the employee at his/her work location, or those which are torn or destroyed, should be reported immediately to the appropriate Finance Department payroll technician. A. The employee should give the date of the check, and his/her name and social security number. B. A stop payment request shall be processed and a duplicate check issued as soon as possible (minimum 24 hr. business day waiting period is required by our banking services contract). C. When the duplicate check is ready, the Finance Department shall contact the employee and request that he/she pick up his/her check personally. Duplicate checks cannot be mailed. (cont.) Page 17 of 30

18 CODE 7 - WAGES AND SALARIES Code PAYCHECKS (continued) D. Direct Deposit of Paychecks 1. Employees may arrange to have paychecks deposited automatically each pay day in their own banks by executing the Direct Deposit Authorization form through the Human Resources Department. Forms shall be received by the Human Resources Department at least 30 days before the first automatic deposit of an employee s paycheck. (a) (b) An employee exercising the direct paycheck option is assured of an automatic deposit to his/her own bank account by 10:00 a.m. each pay day. In lieu of a regular paycheck, an employee on direct deposit shall receive a nonnegotiable notice of deposit similar to the employee s regular paycheck. It shall include a statement of earnings and deductions. In the event that the direct deposit tape does not reach the participating bank as required by Automated Clearing House regulations, a normal paycheck shall be forwarded to the employee. Dated 7/18/83 Revised 6/24/97 2. Changing Banks An employee who changes banks or bank account numbers shall file a new Direct Deposit Authorized Agreement form immediately upon receipt of the new account number. 3. Cancelling Direct Deposit Employees may cancel direct deposit of their paycheck by writing a letter to the payroll section of the Finance Department at least 30 days prior to the desired cancellation date. Page 18 of 30

19 CODE 7 - WAGES AND SALARIES Code PAY RATE A. Per Diem Rate The per diem rate is determined by dividing the annual salary by the appropriate number of work days in the employee's contract. The per diem rate is used to determine the daily rate of pay for employees who work beyond their contract term or to dock employees for leave without pay days. When a person is hired after the beginning of the school year or returns from leave during the school year, the pay is calculated on a per diem rate. B. Extra Days Worked, 9 1/2-, 10-, or 11-Month Personnel Dated 7/18/83 Employees with less-than-12-month contracts, who are required to work days beyond their normal contract period, are compensated on a per diem rate basis. A memorandum outlining the earned time shall be submitted to the Human Resources Department, who shall submit the extra days to the Finance Department. Page 19 of 30

20 CODE 7 - WAGES AND SALARIES Code PAYROLL DEDUCTIONS A. Types and Schedule Payroll deductions are made in accordance with an established schedule from paychecks issued twice per month. Type Every Paycheck F.I.C.A., Fed., & State Taxes X Garnishments X 1 Group Life X Key Care X DentiCare X Washington National (Income Protection) X American Fidelity (Disability Insurance) X American Family Life (Disability & Cancer) X Protective Life (Disability & Cancer) X School Board Long-Term Disability Buy-Up Insurance X Credit Union X Tax Sheltered Annuities X U. S. Bonds X United Way X Flexible Spending; Health and Child Care X R.E.A. Dues X Association Dues (VAESP, VASSP, NASSP, RAESP) X VSRS Buyback X & 10-month employees shall have no group life deduction in July or August. 11-month employees shall have no group life deduction in July and 10-month employees shall have no VRS buyback deduction in July or August. 11-month employees shall have no VRS buyback deduction in July. 12-month employees shall have a deduction every pay period. (cont.) Page 20 of 30

21 CODE 7 - WAGES AND SALARIES Code PAYROLL DEDUCTIONS (continued) B. Social Security (F.I.C.A.) and FICA Medicare The Social Security deduction is calculated by multiplying the applicable rate times gross salary. Deductions are made until the maximum set by law has been collected. C. Medical Insurance Medical insurance is available for School Board employees with the premium cost shared by the employee and the school division. An employee shall complete an application if they desire medical insurance or if they desire to waive participation. If an employee decides to provide coverage for his/her spouse or family, he/she may authorize payroll deductions by requesting this option on the application. 1. The enrollment period for making additions or changes is announced annually. Exceptions to this rule include: (a) (b) Coverage for a spouse or family may be changed upon marriage, birth, adoption, death, separation/divorce, etc. An employee shall work 30 days after employment and pre-pay one (1) month before becoming eligible for coverage. 2. Employees on approved leave of absence may continue coverage by submitting a check payable to Richmond Public Schools for the exact amount of the premium to The Risk Management Department by the first of each month. 3. When both employee and spouse are employed by Richmond Public Schools and the City of Richmond, the school division pays a contribution for each employee even if they are on the same policy. (cont.) Page 21 of 30

22 CODE 7 - WAGES AND SALARIES Code PAYROLL DEDUCTIONS (continued) D. Income Protection Page 22 of 30 Annually, salaried employees have the option of participating in an income protection plan through payroll deductions. Application and claim forms may be secured directly from the contracted company. E. Credit Unions Two (2) credit unions are available to employees of Richmond Public Schools: the Richmond Teachers' Association Federal Credit Union and the VaCap Federal Credit Union. Employees should contact the credit unions directly to arrange for payroll deduction for loans or savings. F. United Way Fund G. Annuities Employees may elect to contribute to the United Way fund through payroll deduction and may direct those funds through the appropriate authorization pledge form during the annual United Way campaign drive in October. Employees shall be informed as to the options for agency designation of contributions. Selected companies are authorized by the School Board to sell annuities to eligible Richmond Public Schools employees. Employees shall be required to sign an agreement to withhold funds and such other forms as required by the annuity company. The company shall notify the Finance Department each month of such request for tax shelter by submitting an appropriate for with pertinent information and the employee's signed contract before the end of a pay period. Earnings may be sheltered from both Federal and State taxes through participation in such a plan. Note: Tax-sheltered annuity premiums shall be deducted from every paycheck beginning July 1, (cont.)

23 CODE 7 - WAGES AND SALARIES Code PAYROLL DEDUCTIONS (continued) G. Annuities (continued) Page 23 of 30 Changes in Deductions for Annuities Federal law permits only one (1) change in the deduction each year, and changes shall be made by contract amendment. 1. Cancellation requests shall be submitted by the employee in writing to the Finance Department in order to stop automatic deduction by the computer. The annuity company should be notified also of such cancellation. 2. It should be noted that the School Board, in making these deductions available, assumes no responsibility for taxsheltered annuities as stated in the contract amendment. H. Garnishments The School Board does not have any jurisdiction over the amount deducted for garnishments, since the court orders such deductions. If an employee receives both a garnishment and a Federal or State tax lien, the tax lien takes precedence; and the balance of a check, if any, shall be deducted for the garnishment in accordance with garnishment laws. 1. Deductions shall be made by the computer for a garnishment or Federal or State tax lien in accordance with Federal law. 2. If any questions arise, the Finance Department employee responsible for handling garnishments shall consult the Federal law pertaining to the required deductions. A copy of the law is available in the Finance Department. 3. As soon as copies of garnishments or liens are received, letters are sent to the employee from the Finance Department by United States mail. Unless a release or a wage exemption license is received from the claimant,

24 Dated 10/5/87 withholdings are made until the date designed by the court. See: School Board Bylaws and Policies, Section Payroll Deductions School Board Bylaws and Policies, Section Garnishment Page 24 of 30

25 CODE 7 - WAGES AND SALARIES Code PAYMENT FOR ADDED DEGREES, LICENSES, OR SEMESTER HOURS (continued) A. Employees on Teachers' Salary Schedule Page 25 of 30 Employees whose positions are on the Teachers' Salary Schedule may be placed on the MA or MA+30 schedule upon documented completion of specified educational requirements. Courses completed for placement on the MA schedule shall be in a teaching, teaching-related, or job-related area. Placement on the MA+30 schedule requires that the following requirements be met: 1. All graduate hours shall be in a teaching, teaching-related or job-related area. Education Administration and Supervision courses are not acceptable. 2. Credit used to earn an initial master's degree cannot be used to meet this requirement; except that, in the case of school psychologists and school social workers, graduate credit hours required to earn the master's degree which exceed 45 hours may be considered for this pay schedule. 3. Credit shall be from an accredited college or university and shall be recognized by the State Department of Education for licensure purposes. 4. The employee is responsible to ensure that official college/university transcripts are provided directly from the awarding institution. These transcripts shall be separate from those routinely sent to the State Department of Education for licensure/license renewal purposes. 5. Verification of course work (transcript) shall be in the Human Resources Department by January 15th of any school year for salary to advance during that school year. This payment is not retroactive. (cont.)

26 CODE 7 - WAGES AND SALARIES Code PAYMENT FOR ADDED DEGREES, LICENSES, OR SEMESTER HOURS (continued) B. Instructional Assistants Employees assigned to an Instructional Assistant I position may be placed on the Instructional Assistant II pay grade after having satisfactorily completed a minimum of 60 hours of college credit. Instructional Assistant III pay grade placement requires a bachelor s degree. All credit shall be from an accredited college or university recognized by the State Department of Education. 1. The employee is responsible to ensure that official transcripts are provided directly from the awarding institution. 2. Verification of course work (transcript) shall be in the Human Resources Department by January 15th of any school year for salary to advance during that school year. This payment is not retroactive. (cont.) Page 26 of 30

27 CODE 7 - WAGES AND SALARIES Code PAYMENT FOR ADDED DEGREES, LICENSES, OR SEMESTER HOURS (continued) C. Classified Employees Page 27 of 30 Professional-Other and Classified employees who complete defined educational programs, that are separate from degree programs outlined above, are eligible for supplemental pay. Payment rates are set by the School Board. The following guidelines apply: 1. Professional Standards License/Approved Program Any Professional-Other or Classified employee who completes a previously approved program of instruction which leads to the award of a license where the time required to complete the program is approximately 30 semester hours of college work may receive payment at the basic license level. 2. Associate's Degree Any Professional-Other or Classified employee who completes an associate's degree through an approved institution of higher learning requiring approximately 60 hours of semester credit, or a license program with equivalent time requirements, may receive payment at the associate professional/approved program level. 3. Bachelor's Degree Any Professional-Other or Classified employee who completes a bachelor s degree through any approved institution of higher learning may receive payment at the professional level.

28 CODE 7 - WAGES AND SALARIES Code PAYMENT FOR ADDED DEGREES, LICENSES, OR SEMESTER HOURS (continued) D. Procedures Page 28 of 30 In order to apply for supplemental pay the employee shall: 1. Submit a letter of request to the Human Resources Department specifying level of academic achievement, i.e., license or degree, present position with Richmond Public Schools, relevance of license/degree to present job, completion date, courses involved, and other date pertinent to the license/degree. Approval prior to participation is required. 2. If a license is being presented, provide verification that the license is from an accredited institution of higher learning and that the courses completed lead to a license in an approved program. Thirty hours of college credit, which are not part of a specialized area, do not meet the requirement for this supplement. 3. Request that an official transcript be mailed directly to the Human Resources Department. (a) Verification of course work (transcript) shall be in the Human Resources Department by January 15 th of any school year for salary to advance during that school year. This payment is not retroactive. (b) Employees new to the division shall be placed on Step 1 of the salary schedule unless verification of past experience and official transcripts are on file in the Human Resources Department. Verification shall be on official written documentation. New employees have 90 days after hire date to submit transcripts and verification of employment. Educational verification and/or work verification, if not submitted during within 90 days of hire date, is not retroactive to prior years. (cont.)

29 CODE 7 - WAGES AND SALARIES Code PAYMENT FOR ADDED DEGREES, LICENSES, OR SEMESTER HOURS (continued) D. Procedures (continued) Dated 10/5/87 Revised 6/24/97 4. Upon receipt of all necessary documentation, the Human Resources Department shall determine eligibility for the supplement and make the necessary recommendation. Approval is sought from the Superintendent who makes the recommendation to the School Board. The employee shall be notified by mail of the decision. Supplement payment shall become effective on the date of approval. Page 29 of 30

30 CODE 7 - WAGES AND SALARIES Code TRAVEL ALLOWANCE The School Board shall determine the reimbursement rate for mileage for individuals using personal vehicles for School Board business. Adopted 12/17/90 Dated 6/24/97 See: School Board Bylaws and Policies, Section Travel Expense School Board Bylaws and Policies, Section Travel Allowance Code of VA, Section Costs, Fees, Salaries and Allowances Administrative Procedures, Code Travel and Miscellaneous Business Expenses Page 30 of 30

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