Greenville County Compensation Plan

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1 Greenville County Compensation Plan Purpose and Uses: This plan will assist County Offices and Departments to implement the Compensation Plan of The purpose of the plan is to utilize funds approved by County Council to reward high performance employees within the County. The new Compensation Plan will have ten (10) bands with the possibility of adding bands in the future. The minimum and maximum compensation rate of each pay band will not change. In some areas, supervisors and subordinates may share the same pay band. The new bands will have a 15% spread between the entry level of each band providing a clear distinction of duties. Human Resources will review positions within each band on a biennial basis to maintain competitiveness with other Cities, Counties, and Companies in the South. If there is more than a 3% change in entry-level market value of the position, the market value will be reallocated within the band. The position will be moved to the next band when the market value reaches the minimum of the next band. The average entry-level pay for each position within the band will be provided to management biennially. Management will utilize that information to make hiring decisions. Human Resources will utilize that information to make recommendations to the County Administrator for market rate pay increases for employees as required. When a position moves through a lower band and the entry level pay market comparisons is at the minimum salary of the next higher band, the position will be upgraded to the next pay band. To help distinguish between jobs within a pay band, departments may use the same titles currently on job descriptions, or use a working title if that better identifies the position. All pay increases provided for in this plan are based on a County Council approved budget. The Departments are responsible for reviewing their budgets prior to requesting any pay increase for their employees. Human Resources will review all County 104 forms to ensure compliance with the policy. Definitions: For the purpose of administering the Compensation plan, definitions for key words and terms are as follows: Appointment: The act of assigning candidates for employment to a classified or unclassified position authorized by the current and approved budget. Class Code: A number assigned to a class of positions for identification of similar duties. Classified Positions: Those positions that have been designated as subject to the classification plan. Demotion: The movement of an employee from a position in one class to a position in a lower class having a lesser degree of responsibility and a lower rate of pay. Lateral Move: The transfer or a reassignment of an employee to a position with the same level of duties, responsibility and entry level market rate value. Lateral moves do not result in a pay change. Maximum of Band: The maximum salary allowable for any position listed in that band. Pay Band: A salary range that contains different positions and establishes the minimum and maximum salary payable for the positions within the band. Page 1 of 9

2 Regular Status: Satisfactory completion of the introductory period by an employee in the classified service, which thereafter entitles the employee to all County rights, benefits and privileges. Introductory Period: Normally a six (6) month evaluation period prior to receiving regular status. Reallocation within the Band: The movement of a position in a pay band to reflect market value. Reclassification: The process of changing the classification of an occupied position due to a significant and permanent change in the duties and responsibilities of the position. This movement can be upward or downward depending on the changes in the position. Performance: Action or activity as defined in the performance evaluation instrument. New Hires to the County: Pay rates above the minimum of the posted entry level market rate within a pay band should be justified by the difficulty in recruiting for the position, applicant's education, training or experience that exceed the minimum requirements for the position and by consideration of internal equity with other employees working in the same position. Entry Market Value will be provided to Departments by Human Resources biennially. If an applicant exceeds the minimum qualifications of the job, Department Directors in accordance with guidelines and based on fund availability may hire up to 25% above the entry level market pay rate based on the following criteria: a. At the time of hire, departments may offer applicant's 1.25% for every year of job related experience. Departments may also offer 5% for a job related associate degree and 10% for a job related baccalaureate degree, not to exceed a maximum of 10%. Up to 5% additional compensation may be provided for a job related Masters Degree, Doctoral and Post Doctoral Degree as long as the total amount given for an educational degree does not exceed 10%. The applicant must hold a degree from a recognized college or university whose academic credits would be accepted at a majority of other colleges or universities for advanced degrees. A copy of the degree or a copy of the transcript must accompany the request for educational incentive pay. Sheriff's Officers, Detention Officers and Paramedics will receive educational incentive pay in accordance with the Personnel Handbook. Additional funds for job related certifications may be approved based on a request from the Department Director and review and approval from the Human Resource Director. b. Note: Educational incentive pay can only be awarded when a degree is not a requirement in the Job Description. c. New hires must report to work on Monday of their first work week and will be mandated to attend the new hire orientation process prior to initiating their job duties. d. Departments wishing to hire new employees outside the established guidelines and up to $50,000 annual salary, must have prior approval from Page 2 of 9

3 the Department of Human Resources before making an offer of employment. e. Departments wishing to hire new employees outside the established guidelines, and above $50,000 annual salary, must have approval from the County Administrator prior to making an employment offer. f. For jobs with a limited number of applicants available, the Department Director may hire candidates that do not meet the minimum qualifications of the job down to 10% below the entry level pay for that position. An example of this is individuals hired at the Detention Facility that do not have their certification. These applicants will have a specific time to meet the minimum qualifications of the job. Salaries for these employees will be adjusted to the appropriate compensation when the employee meets the minimum qualifications for the position. The basis for the increase must be documented in the comment section of the County 104 form. For all hires above the entry level of the position, the applicant must be above the minimum requirements of the Job Description. The departments must review the salaries of existing personnel in similar positions within their department to determine the impact of bringing someone in above the entry level of the position. Human Resources will review equivalent positions within the County prior to approval for processing. Reinstatement of an Employee: Employees re-employed or reinstated in their original position or in another position assigned to the same classification of work shall be paid as follows: 1. at an acceptable rate based on others working in the same grade with the same level of experience and expertise, or 2. at the same pay as they were at termination with updates for increases in pay such as fluctuation of market rates that were given to other County employees if this does not exceed the prevailing maximum salary of the grade. The employee's anniversary date shall be the date of rehire. Note: Before making an offer of employment the Department must receive from Human Resources an approved compensation rate. WITHIN BAND MOVEMENT and MOVEMENT TO A NEW BAND (All increases will come out of Council Approved Budget for pay increases.) A. Performance Increases: The purpose of the performance pay increase plan is to utilize funds approved by County Council to reward employees that meet or exceed County performance standards. 1. Full-time and part-time regular employees that have completed their first year of employment will be evaluated Page 3 of 9

4 each year for a possible performance increase effective the first full pay period in July. (Note: Temporary part-time employees will not be eligible for a performance pay increase.) 2. New hires will be evaluated for the first year of employment on their anniversary date for a possible performance pay increase. After working for more than one year, new hires may receive a prorated pay increase in July, depending on their performance. This will put them on the July cycle date for future performance evaluations. This will prevent a new employee from having to wait longer than one year for their first pay increase. For example: John Doe is hired in March He will be evaluated in March 2003 for a possible performance pay increase. He will be evaluated again from April through June 2003 for a possible prorated performance pay increase in July The evaluation in July will put him on the regular July schedule for yearly performance evaluations. 3. Based on the established "Pay for Performance" program currently in place, employees will receive base pay adjustments. Performance increase tables will be issued through Human Resources in January of each fiscal year. The performance increase table is subject to change each year based on budgeted funds available. Note: The percentages for performance pay increases are subject to change based on an approved Council Budget. The County Administrator may change the evaluation rating scale. B. Promotions to a higher Position: Employees may be moved within a band or to a position in a higher band. Within band promotions and promotions to the next band, employees will receive an increase of 7% or up to the minimum of the new entry level market rate, whichever is greater. This will occur provided the increase does not place the employees' salary above the maximum of the pay band. Movement of more than one pay band will result in an additional 4% increase for each additional pay band up to a maximum of 15% or up to the minimum of the new entry level market rate, whichever is greater. This will occur provided the increase does not place the employees salaries above the maximum of the pay band. All employees Page 4 of 9

5 receiving a promotion and assuming a new position will be evaluated for a prorated performance pay increase from their supervisor prior to promotion. Interim promotions (temporary movement to a position for a period not to exceed one year) will receive a promotional increase to the higher position. Employees in this situation will be eligible for a possible performance increase in July. The performance pay increase will be applied to their regular salary prior to promotion, and the promotional pay increase will be added back to the adjusted salary. When the interim position has ended the employee's pay will be reduced by the amount of the promotional increase. C. Reclassifications: Reclassifications due to a major change in duties will receive an increase or decrease in the same manner as a promotion or demotion. Reclassified employees will not receive a performance pay increase until their scheduled evaluation for a performance pay increase. D. Reallocation: A reallocation is the movement of the salary of a position, based on changes in the market value. Employees will be given a reallocation increase based on the amount of increase in the market value. E. Demotion or Movement to a Lower Position within the Current Band or to a Lower Band: Employees that request to be demoted to a position, or employees that are demoted for cause, will receive the same percentage decrease in salary as the increase they received for promotion or within band movement. If employees move to a position they have not worked in before, they will be placed at the average pay of other employees in the same position based on years of service with the County. Interim positions that have ended will be treated in accordance with section B, interim positions. Page 5 of 9

6 F. Transfers: Employees that transfer within the pay band to a position with the same market value will not receive a salary increase at the time of the transfer. G. Skill or Competency increases: Employees may be awarded a pay increase of up to five percent (5%) for the attainment of new skills and/or competencies that are not included in the job description. The Department Director will recommend skill and/or competency pay increases. Skills and/or competencies acquired must enhance job proficiency and contribute to the overall mission of the County. Departments will request anticipated skill/competency pay increases in July of each program year to Human Resources. Human Resources will review the request for compliance with the compensation plan and submit the request to the County Administrator for approval. The County Administrator has the right to deny the request. His decision will be final. The Office of Management and Budget will review requests and notify Departments of available funds. If approved the employee's increase will be effective the first full payroll in September. Documentation must be provided along with demonstrated relationship to the job. Skills and competencies may include: a. Job related degree. (ie. Associate or BS Degree) b. Certifications from a recognized entity. c. The ability to operate additional pieces of heavy equipment or technical equipment if that skill is frequently used on the job. d. Successful completion of introductory period e. Performing job task on a regular basis outside of job description that would normally be associated with a higher level position. Example: a clerical position that is regularly required to give verbal presentations. f. Assignment to a lead position requiring additional skills or abilities. g. Speaking more than one language fluently. Having the ability to use sign language. Page 6 of 9

7 Provided the other language is utilized frequently on the job, thereby, enhancing customer service for non-english speaking customers. Overtime Pay: Employees who are not exempt from FLSA will receive a rate of one and one-half times their normal rate of pay for all hours worked in a work week over 40 hours except safety employees (i.e. Sheriff's Office Sworn Officers, Detention Officers, Commissioned Officers). Safety employees will be compensated at a rate of one and one-half times their normal rate of pay for all hours over 80 in a pay period. Rates in Excess of Maximum: Classified employees who have reached the maximum salary in their band will not be eligible for further base salary adjustments. Any salary adjustment will come in the form of a lump sum or prorated amount of money that will not carry forward to the next fiscal year. Maintenance of Entry Level Salary: Human Resources will survey market rates biennially to adjust entry level salaries. The salaries must change by a minimum of 3% to receive an adjusted market rate. Effective Date of Pay Change: The effective date of a pay change will be the first day of the payroll period. Salary Exception Request: The County Administrator must approve any exception to the process whereby an employee may be paid outside the parameters established by the compensation plan. Continuous Improvement Performance Incentive Pay: The "Continuous Improvement Performance Incentive Plan" provides a means for County employees to share in the County of Greenville's performance improvements over a fiscal year. This money is in addition to money distributed to an employee through the standard pay increase for performance. The funding for the incentive pay will come from any under expenditures during the fiscal year of the Yearly County Budget. Under expenditures will be totaled at the end of the fiscal year and distributed to employees based on the following procedure. %Of Budget Underruns %Distributed to Employees 0-2% 0 >2% 50% Page 7 of 9

8 The total funds available will be allocated to each employee on an equal basis. For example, employees may receive $200 each for their contributions to enhance customer service, make process more efficient and cost effective, and contribute to the overall continuous improvement in the County. The method of payment and eligibility requirements to receive the Incentive Pay are listed below: Method of Payment The Continuous Improvement Performance Incentive Pay will be distributed to all eligible employees as follows: 1) The money will be paid to County employees in October after the end of the County fiscal year, provided savings have been identified. 2) The money will not be used to offset benefit and wages. Eligibility County employees will be eligible to participate in the plan if they meet the following guidelines: 1) Employees must be on the payroll as a full-time regular employee for the entire budget fiscal year (7/1-6/30). Employees who are terminated from employment involuntarily or voluntarily will immediately cease to be eligible for payments under the plan. Approved leaves of absence, as stated in the personnel manual, will not affect the incentive payout unless employees are absent for more than six months during the fiscal year. Employees are required to be in an active employee status on the date of distribution of funds to be eligible for participation. 2) Employees receiving less than an overall "meets expectations" performance on their performance evaluation are not eligible to receive incentive money. 3) Eligible employees will share in the fund equally. 4) The County Administrator or any other unclassified employee will not be eligible to participate in the plan. Unclassified Positions: The following positions are excluded from this compensation system: Elected officials salaries will be established based on Council approval or mandated State guidelines. Appointed officials that have their salaries established by an entity outside of County Government Contract employees Temporary part-time employees Page 8 of 9

9 Grant positions that are listed as unclassified or where funds are not available Monitoring: The Department of Human Resources will monitor Departments to make sure this compensation plan is followed. Training: The Department of Human Resources will train supervisors on the compensation plan. Page 9 of 9

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