Article G - Payroll & Attendance

ARTICLE G - PAYROLL & ATTENDANCE

Administrative staff works to ensure employees receive pay in a timely and accurate manner. Employees are required to:

  • Submit completed time records to the supervisor in time for approval to be forwarded to the Business Office by the deadline required by established guidelines.
  • Review each paycheck / pay advice stub to verify that the information is correct.
  • Submit a Payroll Action Change Form to notify the Business Office of changes in personal information, such as a name, marital status, address, etc. Allow sufficient lead-time for the changes to be made.
  • Be aware of appropriate tax withholding. Athens Regional Library System's payroll system takes into account an employee's ARLS pay only, not any other sources of income. An employee may need to adjust withholding during the year.
Title: ARLS Personnel Policy: ARTICLE G.1. Pay Rates; Payments; Deductions  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.1. Pay Rates; Payments; Deductions

Title: ARLS Personnel Policy: ARTICLE G.1.a. Pay Rates  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.1.a. Pay Rates

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

Title: ARLS Personnel Policy: ARTICLE G.1.b. Payments  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.1.b. Payments

All 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 Executive 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.

Title: ARLS Personnel Policy: ARTICLE G.1.c. Payroll Deductions subsection  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.1.c. 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.

Title: ARLS Personnel Policy: ARTICLE G.2. Standard Work Week  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.2. Standard Work Week

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

  • For non-exempt full-time salaried employees, the standard work week is 40 hours per week.
  • For non-exempt part-time salaried employees, the standard work week is from 20 - 39 hours per week.
  • For hourly part-time employees, the standard work week will vary based on the assignment, but will not typically exceed nineteen hours per week.
  • For exempt full-time salaried employees, the standard work week is generally considered to be 40 hours per week. However, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours, while maintaining at least 40 hours weekly.
  • For exempt part-time salaried employees, the standard work week will vary from 20 - 39 hours per week, according to the job assignment. However, greater emphasis is placed on meeting the responsibilities assigned to the position than on working a specified number of hours, while maintaining at least the regular number of hours weekly.
Title: ARLS Personnel Policy: ARTICLE G.3. Work Schedules  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.3. Work Schedules

The hours of operation for the libraries are established by the Executive 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.

Title: ARLS Personnel Policy: ARTICLE G.4. Timekeeping  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

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 Executive 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.

Title: ARLS Personnel Policy: ARTICLE G.5. Breaks  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

G.5. Breaks

The library recognizes two different types of breaks: paid rest breaks and unpaid meal breaks.

Title: ARLS Personnel Policy: ARTICLE G.5.a. Paid Rest Breaks  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

G.5.a. Paid Rest Breaks (15 minutes)

Rest breaks are designed to provide periodic rest for the employee during the work shift, independent of longer meal breaks. All employees are encouraged to take a 15-minute rest break on library time for every four hours of work scheduled. With limited exceptions, rest breaks are not required by law, and thus remain a privilege, not a right. All rest breaks are contingent upon workload and coverage, and may not be provided in times of heavy workload or insufficient coverage at the discretion of the supervisor. Paid rest breaks are not recorded in the employee's time record.

Individual rest breaks cannot be "saved" for later use or be combined with other breaks in order to shorten the work day or extend unpaid meal breaks.

Rest breaks are intended to provide a brief respite from work with the assumption that the employee remains on site. If employees need to leave the library campus for longer than 15 minutes, they should do so on their own time and record such an absence on their time record.

Title: ARLS Personnel Policy: ARTICLE G.5.b. Unpaid Meal Breaks  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

G.5.b. Unpaid Meal Breaks (30 minutes)

A 30-minute unpaid meal break on the employee's time is required of all employees working six or more consecutive hours. It is optional for employees working five hours, and is not scheduled for employees working four or fewer hours in one day. Unpaid meal breaks longer than 30 minutes must be approved by the supervisor.

Employees working nine hours on a Saturday (9:00 am - 6:00 pm) are required to take an unpaid one hour lunch break, contingent upon workload and coverage.

A meal break schedule will be developed within each department, taking into consideration operational and coverage needs. Employees are expected to take their meal breaks at the times approved by their supervisors. Unused meal breaks may not be used to leave work early or to extend other meal or rest breaks.

Title: ARLS Personnel Policy: ARTICLE G.5.c. Break Time for Nursing Mothers subdivision  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

G.5.c. Break Time for Nursing Mothers

In keeping with the Fair Labor Standards Act (FLSA) and with O.C.G.A. § 31-1-6, ARLS will provide an employee who is nursing with reasonable unpaid leave breaks each day to express breast milk for her nursing child. The library will provide a space, other than a restroom, that is shielded from view and free from intrusion from coworkers and the public. The break time will run concurrently with any break time already provided to the employee. Employees will not be retaliated against for exercising their rights under this policy.

Title: ARLS Personnel Policy: ARTICLE G.5.d. Attending Events at the Library subdivision  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

G.5.d. Attending Events at the Library

As a public facility, the library is often used by outside groups for events or activities that the public may attend and for library-sponsored programs. Employees may also be interested in attending such functions. If an employee's presence at such functions is not clearly related to the employee's assigned tasks or staff development plan, or is not part of the employee's role as an ARLS employee, then such attendance may not be charged to ARLS as time worked and must be part of the employee's own, unpaid time.

Title: ARLS Personnel Policy: ARTICLE G.5.e. Work on a Holiday  
Prepared by: Valerie Bell & Donna Brumby Date: December 2, 2016
Submitted to: ARLS Policy Committee Date: April 7, 2017
Approved by: ARLS Board of Trustees Date: April 20, 2017

G.5.e. Work on a Holiday

Salaried employees who must work on a library holiday are compensated with time at the rate of double time for each hour worked and are allowed to take this time off within the following pay period. Hourly part-time employees will be compensated at the rate of double their regular pay rate.

This policy refers to those employees who:

  • are normally scheduled to be off work on a holiday,
  • are called in due to an urgent work-related matter, and / or
  • are required to work a portion of or all of a holiday.

Holiday work and hours must be approved by the Executive Director or designee.

Title: ARLS Personnel Policy: ARTICLE G.6. Absence & Tardiness  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.6. Absence and Tardiness

In order to successfully provide dependable library services, and to maintain reasonable workloads for all staff, ARLS depends on all employees being present and on time every work shift to perform their duties.

Employees who know in advance that they are going to be absent or tardy should contact their supervisor or the supervisor on duty according to established departmental procedures.

Frequent or excessive absence or tardiness will result in disciplinary action, up to, and including, termination of employment.

Employees who are absent, fail to report for work, and do not contact their supervisor for three consecutive days will be considered to have abandoned their duties and to have voluntarily terminated employment with the library at the end of the third day.

Title: ARLS Personnel Policy: ARTICLE G.6.a. Making up Missed Time  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.6.a. 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.

Title: ARLS Personnel Policy: ARTICLE G.7. Overtime; Scheduled Time Earned /Off  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

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 Executive 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.

Title: ARLS Personnel Policy: ARTICLE G.7.a. Weekend Schedules  
Prepared by: Valerie Bell & Donna Brumby Date: September 15, 2016
Submitted to: ARLS Policy Committee Date: October 20, 2016
Approved by: ARLS Board of Trustees Date: January 19, 2017

G.7.a. 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.

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