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Employee Handbook

Section II - Pay and Related Matters

Section II Topics:

POSITION CLASSIFICATION PLAN
Forsyth County uses a job classification system which groups positions into broad classes based on similarity of duties and responsibilities and knowledge, skills and abilities required to do the work. Market rates are then assigned to each job class based on annual survey data. The objectives of the classification plan are to:

Provide a compensation structure based on job classes determined by compensable factors in conjunction with market rates
Provide compensation rewards based on performance
Monitor internal equity and equal pay for equal work

There may be times when you are asked to complete a position description questionnaire. These questionnaires assist with developing job class specifications and ensuring that all jobs are classified correctly. The County uses a widely accepted classification methodology to determine which job class is appropriate for each position.

Up-to-date job descriptions are important because they:

Provide a history of how a position develops
Provide a basis for comparing positions to maintain an equitable salary structure
Identify changes that may impact the classification of a position
Clarify who is responsible for what within the work unit
Help define levels of positions and their relationships

Some employees may be asked to participate in a job audit which means discussing their duties and responsibilities with a Human Resources Department staff member. The review is not designed to evaluate “you” the employee, only your duties and responsibilities.

Note: Only the Department Head can request a classification change. Usually this involves using a vacant position in a different role.

Trainees
If you do not yet fully qualify for your position based on the minimum education and experience qualifications listed on the job class specification, you may be hired in a trainee status. Trainees are paid less than the hiring rate for their job class and are not eligible for official performance evaluations or pay for performance increases. Once you become fully qualified, your salary will be increased to the hiring rate for your job class and your evaluation date will be set at one year from your fully-qualified date. On your evaluation date, you will be eligible to receive a pay for performance increase.
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PERFORMANCE APPRAISAL SYSTEM
Philosophy
Forsyth County’s performance evaluation system is based on the belief that both you and your supervisor have a need to know how well you are performing compared to performance expectations. The performance evaluation system is designed to be a consistent mechanism for evaluating your performance as well as promoting your future personal and professional growth. It is designed to help you understand what is required in your job and the standards for performance. If you are uncertain about what is expected of you in your job, you should ask your supervisor.

When you are Evaluated
All full-time County employees and part-time employees with benefits will normally have a formal performance evaluation annually. These scheduled evaluations cover a full 12 months of work in a position. Your evaluation date will change if you are promoted or demoted and could possibly change if you make a lateral change from one department to another. Your evaluation date will be adjusted (moved into the future) for any time spent on an unpaid leave of absence (other than military leave) or in disciplinary probation status. For example, if you go on an unpaid leave of absence for one month and your evaluation date is September 1, your evaluation date will be adjusted to October 1.

Although formal evaluations occur annually, you are encouraged to seek feedback from your supervisor on a regular basis throughout the year. Trainees do not receive formal performance evaluations.

How you are Evaluated
All employees will be evaluated in the areas of attendance, relationship with coworkers, job knowledge and skills, customer service and workplace responsibility. Additional performance expectations may also be evaluated that are specific to your job class or to your particular job. Your supervisor will assign each of these performance expectations a weight according to how important they are to your job.

The three performance ratings are:
- Exceeds Expectations
- Meets Expectations
- Does Not Meed Expectations

The County’s goal is for each employee to meet or exceed the expectations of their job. A description of performance expectations for each performance expectation is included on the evaluation form. Your supervisor will assess your performance for each of these performance expectations with a numerical rating. Your cumulative, weighted score will determine your overall performance rating as either ““Exceeds Expectations,” “Meets Expectations” or “Does Not Meet Expectations.” Any pay increase is determined by this cumulative performance rating. Only performance ratings of “Meets Expectations” or “Exceeds Expectations” are eligible for pay increases, contingent upon available funding.

Your Opportunity for Input
Forsyth County recommends that supervisors give employees the opportunity to have input into their evaluation. Prior to the supervisor writing the evaluation, many employees provide their supervisor with a list of things they feel they have accomplished during the evaluation period.

After your supervisor has reviewed your evaluation with you, you will have the opportunity to put your own comments in the “Employee Comments” section of the performance evaluation form. You should keep in mind that, even though you may disagree with or dislike what your supervisor has written, it is their responsibility to evaluate you. You are welcome to have a copy of your evaluation after it is signed.

A difference of opinion or a mere disagreement with your supervisor over your performance appraisal is not a grievable issue. Please see the Grievance Procedure section for more information on circumstances or situations that may be grievable.

Pay for Performance
The County’s annual budget will usually allocate money for pay for performance increases. When money is allocated, full-time employees and part-time employees with benefits who meet or exceed standards will be eligible for annual pay for performance increases, normally effective the beginning of the pay period that includes your appraisal date. Your pay for performance increase is directly tied to your overall performance appraisal rating and is awarded as a percentage of the Market Rate for your job. It is added to base pay if your salary is less than 130% of the Market Rate and is paid as a lump sum if your salary is over 130% of the Market Rate.
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LONGEVITY PAY
Full-time employees who have been credited with 7 or more years of compensated full-time service with Forsyth County and are on the payroll as of November 30, will receive an annual lump-sum longevity payment in December. In addition, employees receive their longevity pay for the full year if they retire March 1 through December 1. A longevity payment is considered taxable income for the year in which it is received.

The longevity payment is based on years of credited compensated service with Forsyth County and is calculated as follows:

Employees completing 7 years of compensated, full-time service as of November 30 will receive a longevity payment of $680. The longevity amount will then increase by $40 for each year of full-time service above 7 years, up to a maximum longevity payment of $2000.

Receipt of longevity pay is contingent on the Board of County Commissioners’ approval or revision each fiscal year.
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PROMOTION
It is the County’s policy to give current employees first consideration as applicants for promotional opportunities. Your capacity to assume greater responsibility through promotion is characterized by a willingness to learn and accept additional duties, a history of getting along with others, and working with exceptional efficiency. When you progress and develop, both you and the County benefit.

A new internal listing of vacancies is prepared weekly. Employees can access this listing on the County Intranet. Employees interested in applying have 5 working days to submit an “internal” application before a decision is made whether to seek outside applicants. Because of our commitment to internal promotions, many of these positions will never be available to the public. Members of the public who are interested in working for Forsyth County, may view our external listing of vacancies and apply for a job online.

Internal candidates must meet the minimum job requirements. Employees under a written warning or whose most recent performance appraisal rating is “does not meet expectations” are not eligible for promotions or job transfers. If no internal applicant is selected or if external candidates are desired for comparative purposes, the job vacancy will be open for external applications.

In some situations, you may choose to apply for a position that would be a lateral transfer or demotion in order to pursue a different career path or enhance career potential. The best interests of the County and the employee are considered when reviewing these requests. A demotion will normally include a reduction in pay.

Promotions are job changes to positions with at least a 2.5% higher Market Rate. If you receive a promotion, you will normally receive a 5% increase in pay. Any additional increase will be based on factors such as the difference in Market Rates, how much training is necessary and the salaries and comparable knowledge, skills and abilities of other employees in the work unit and department.

Promotions and demotions and, in some cases lateral moves, change your appraisal date. This allows your next evaluation to review a full year of your performance in your new position.

If you accept a position that moves you into the departments of Social Services or Public Health, you will be required to serve a new probationary period under the State Personnel Act.
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PAY PERIODS
County employees are paid every other Friday, 26 times a year. For most County employees, the pay period ends at midnight on the Friday preceding a payday. If a regular payday falls on a holiday, employees will receive their pay on the last working day prior to the holiday.

Each employee will complete a payroll time sheet to record hours worked and leave taken during each pay period. The time sheet must be reviewed for accuracy and signed by the employee’s immediate supervisor. Time will be recorded in 15-minute increments and must be rounded up or down to the nearest 15 minutes. Specific instructions on completing the time sheet are available from your supervisor or the Finance Department.
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DIRECT DEPOSIT
Direct deposit is the method Forsyth County uses to pay employees. You have the option to deposit your pay into either a checking or savings account with most of the area financial institutions. The Human Resources Department staff will assist you with initial enrollment and with subsequent changes of banks or accounts. You will receive a confidential "Statement of Earnings and Deductions" each payday. View/Print an Automatic Payroll Deposit Form.
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DEDUCTIONS FROM PAY
The following standard deductions are authorized by law to be deducted from your pay:

FICA (Social Security and Medicare)
State Income Tax
Federal Income Tax
Garnishment/Wage Withholding
Retirement Contribution

There are other deductions that only you may authorize. You must initiate any changes to the following deductions:

Health Insurance
Dependent Dental Insurance
Supplemental Life Insurance
U.S. Savings Bonds
Credit Union Savings or Loan Repayments
United Way Contributions
Arts Council Contributions
401(k) or 457 Deferred Compensation
Medical or Day Care Reimbursement Accounts
Short Term Disability Insurance

FAIR LABOR STANDARDS ACT
It is the policy of Forsyth County to fully comply with the FLSA. All positions in the County are designated exempt or non-exempt under FLSA depending on whether they meet the requirements of the act. These designations have nothing to do with the importance of a position to the County.

Employees who are non-exempt must be paid overtime or granted compensatory time for hours over 40 worked each workweek. (See the Overtime Compensation section for more details). There are specific exceptions under the FLSA for law enforcement and fire fighting.

Employees who are exempt do not have to be paid overtime for hours over 40 worked each workweek. Forsyth County, as a public employer with accountability to taxpayers, requires that exempt employees who have exhausted all leave not be paid for hours not worked. This will happen even when the time not worked is less than a day.

It is County policy to promptly investigate and correct any improper payroll deductions or other payroll practices that do not comply with the FLSA. If you believe that an improper payroll practice, such as an improper deduction from an exempt salary, has occurred, you are required to file a written complaint to the Human Resources Department. The report should provide the date the reduced paycheck was issued, the circumstance that led to the deduction. HR will see that the matter is appropriately reviewed. The employee will be reimbursed for the amount of any inappropriate deduction taken.

Nonexempt employees required to work when daylight savings time begins or ends will be paid for the hours actually worked. In the spring, employees will be paid one hour less when clocks are set forward one hour. Conversely, in the fall when clocks are set back one hour, employees will be paid for the extra hour. The extra hour is work time and included for purposes of calculating overtime.
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OVERTIME COMPENSATION
Employees of the County are either exempt or non-exempt under the Fair Labor Standards Act. Your supervisor can tell you whether your particular position is exempt or non-exempt.

Exempt employees are expected to work a minimum of 40 hours per week and may work more than 40 hours when it is necessary to get the job done. An exempt employee will normally not be paid overtime or accrue compensatory leave. In unusual cases where overtime is specifically authorized in advance, exempt employees will accrue compensatory leave on an hour-for-hour basis.

Non-exempt employees must be compensated for all hours worked. However, no overtime shall be worked by a non-exempt employee except as authorized by the County Manager or his designees. Therefore, non-exempt employees are not to work through their lunch, begin working early or continue working past their scheduled work time unless specifically authorized by their supervisor.

Overtime work for non-exempt employees, when properly and sufficiently authorized in advance by the County Manager, shall be compensated by monetary payment at approximately the rate of one and one-half times the regular rate of pay.
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ON-CALL PAY
A few positions in the County are required to be available "on-call" after normal working hours. Check with your supervisor to obtain details about your department’s "on-call" policy.
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Section II - Pay and Related Matters