Article E - Wage Administration

Pay Procedure

Pay rates depend upon many factors such as knowledge, training, experience, special skills, the responsibilities of the job, and the availability of funds. Constant effort is made to maintain a fair salary range for each job and equitable relationship within the ranges.

As a condition of employment in the Athens Regional Library System, all employees encumbering both permanent and temporary positions will be paid by direct deposit to their financial institution. Physical payroll checks will not be issued to an employee, except for special occurrences or on an emergency basis per approval of the Library Director. Athens Regional Library employees are required to possess an account at a financial institution that accepts direct deposit. The Athens Regional Library must be able to electronically deposit the employee’s regular pay in their personal account.

Wage and salary payments are made on the last day of the month. If a payday falls on a Saturday, Sunday, or holiday, payments will be distributed on the preceding Friday or working day.

Payroll and other reimbursement checks will only be given to the employee. Written authorization must be provided to the Business Manager giving permission for the check(s) to be released to a designated other person. Employees are responsible for stop payment charges if paychecks are lost more than one time.

Time Sheets

Time Sheets are provided for recording hours worked and are kept in designated areas of the library and must be filled in daily by part-time employees. Paychecks will be cut from the information provided on the time sheets only. Each employee should sign in on his or her own sheet when reporting for work. At the end of each shift, the employee should total the number of hours worked that day and record this. The pay period ends on the twenty-fifth of each month. At the end of the pay period, the employee should total the number of hours worked and sign his or her name at the bottom of the sheet. Employees may not sign in or out for anyone else.

Garnishments of Payroll

The Athens Regional Library System considers the acceptance and settlement of just and honest debts to be the mark of personal responsibility. The library system must respond in appropriate legal fashion to requests for garnishment.

G.1. Pay Rates; Payments; Deductions

Pay Rates

Pay rates depend upon many factors. Constant effort is made to maintain a fair salary range for each job.

Payments

ll ARLS employees are paid monthly. Athens Regional Library System does not provide advances in pay or loans.

All employees will be paid by direct deposit to a financial institution of their choice that accepts direct deposit. Physical payroll checks will not be issued to an employee except for special occurrences or on an emergency basis, and only with pre-approval by the Library Director. Employees are required to provide contact information that enables electronic deposit of the employee's regular pay into the specified account.

Wage and salary payments are made by the last day of each month. If a payday falls on a Saturday, Sunday, or holiday, every effort will be made to distribute payments before that day.

Written authorization from the employee must be provided to the Business Manager in order for payroll checks and other reimbursement checks to be released to anyone other than the employee. Employees are responsible for any stop-payment charges in the event that checks are lost.

Payroll Deductions

Payroll deductions from an employee's paycheck will be made in accordance with applicable law or as authorized by the employee. Mandatory deductions such as state and federal income taxes, applicable Social Security taxes, and Medicare are withheld from every pay period. The employee's contribution to the Teachers Retirement System of Georgia is also a mandatory deduction for all salaried personnel. Court-ordered deductions such as wage garnishments or child support payments will be deducted in accordance with the appropriate court order. Additionally, salaried employees may authorize deductions for benefits such as employer-provided health insurance premiums, flexible spending accounts, or other flexible benefits available from the State of Georgia.

(1-19-2017)

Work Week

The normal work period for each library varies according to location.

G.2. Standard Work Week

The official work week of ARLS runs from Sunday morning through Saturday evening.

(1-19-2017)

Employee Schedules

Employees fall into four categories: Full-time, regular part-time, part-time or hourly, and temporary employees.

Each employee will be given a work schedule at the time of employment. Some employees must be scheduled to begin work before the library is open to the public. Employees will be expected to take their turns for evening and weekend work unless their assignments specifically exclude this. Supervisors will tell employees about daily work schedules and meal periods. Employees are expected to report for work on time to remain on the job until official quitting time unless excused by their supervisor.

G.3. Work Schedules

The hours of operation for the libraries are established by the Director with approval by the Athens Regional Library Board of Trustees.

The libraries are open to the public during daytime, evening, and weekends. Hours of work and shift assignments vary for each department and location, based on staffing requirements for the services provided. Employees may be scheduled to begin work before the library is open to the public. Employees must have administrative approval to begin a work shift earlier than 8:00 am. Employees will be expected to take their turns for evening and weekend work.

Each employee is assigned a work schedule by the immediate supervisor at the time of employment, but that schedule is subject to change at any time during employment. Athens Regional Library System reserves the right to change the assigned hours of any branch, any department, any position, or any employee as necessary to meet the operational and public service needs of the Library System. Supervisors will inform employees about scheduling daily work and meal periods.

Employees are expected to report for work on time to remain on the job until official quitting time unless excused by their supervisor.

Making up Missed Time

If an hourly part-time employee takes times off and the immediate supervisor pre-authorizes the employee to make up that time, the time must be made up within the same pay period. If making up the time would result in an overstaffed situation or an overtime situation, then the make-up time may not be approved.

(1-19-2017)

Performance Review

A performance review will be scheduled at the end of the probationary period and once annually thereafter unless disciplinary actions warrant more frequent appraisals. Annual performance reviews are confidential documents with a seven year retention period after separation. The official copy of the review is retained by the immediate supervisor.

Amended January 17, 2002

G. 4. Timekeeping

Accurately recording time worked is the responsibility of every employee. Federal wage and hour laws require the library to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.

Employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period. They should also record the beginning and ending time of any split shift or departure from work for personal reasons. Time must be recorded according to current established procedures outlined by the ARLS Business Office and approved by the Library Director.

Altering, falsifying, tampering with time records, or recording time on another employee's time record may result in disciplinary action, up to and including termination of employment.

It is the employee’s responsibility to verify and submit his or her time records to certify the accuracy of all time recorded. An employee’s failure to submit time records according to the library's established guidelines and deadlines may result in delays in payment of wages. Supervisors will review and then approve the time record before submitting it for payroll processing.

F.1. Job Performance Evaluations

A system of performance evaluations is used to evaluate job performance of individual employees. The type of system or form is subject to change without prior notice.

Employee performance is evaluated on a continuing basis through informal coaching and feedback from supervisors, with more formal evaluations performed at periodic intervals throughout employment. Formal performance evaluations will be performed for each employee annually unless disciplinary actions warrant more frequent appraisals.

Completed evaluations are maintained in the employee's personnel file. Employees are entitled to receive a copy of the performance evaluation upon request.

(1-19-2017)

Overtime

Overtime for clerical staff is scheduled only in emergencies and requires the approval of the immediate supervisor and the director. Any clerical employee who works more than 40 authorized hours during one calendar week will be entitled to compensatory time for all hours worked beyond the normal schedule.

Compensatory Time

Compensatory time is earned when a full-time or regular part-time employee is scheduled or required by the team leader to work more than 40 hours in a work week. Full-time staff will receive 12 hours of compensatory time for each full weekend shift worked. Compensatory time must be taken within the pay period in which it is earned and shall be scheduled by the team leader to facilitate public desk coverage. Employees may not schedule themselves to work over the usual number of hours unless approved by a supervisor. All requests for compensatory time must be approved by the team leader and the appropriate form submitted. Compensatory time must be taken in increments of one-half hour or more.

Salaried employees who work less than 39 hours per week, and hourly employees do not earn compensatory time. Each weekly schedule will be arranged so that at no time will such employees exceed 40 hours per calendar week. Weekend work is scheduled as part of the regular work week so that compensatory time is not necessary.

G.7. Overtime; Scheduled Time Earned / Off

Overtime for non-exempt staff is scheduled only in emergencies and requires the approval of the immediate supervisor and/or the Library Director or Assistant Directors. Any employee who works more than 40 authorized hours during one work week will be entitled to compensatory time for all hours worked beyond 40. All overtime compensation will be distributed according to current FLSA rules.

No employee is authorized to work more than eight hours per day when attending a work-related conference. A full day spent traveling to or attending a conference shall be considered an eight-hour work day.

Scheduled time off must be taken within the same pay period in which it is earned, or, with supervisor approval, within the next period, and shall be scheduled by the team leader to facilitate department or public desk coverage. Employees may not schedule themselves to work over the usual number of hours unless approved by a supervisor. All requests for scheduled time off must be approved by the team leader. Scheduled time off must be taken in one-half hour or hourly increments.

Weekend Schedules

Full-time salaried staff working the weekend (Saturday and Sunday) will be scheduled for two days off (16 hours) during the week preceding and/or following the weekend’s work.

(1-19-2017)