1. Workweek
The Library workweek begins Sunday and ends the following Saturday.
Full-time employees are scheduled to work 37.5 hours per week on a regular basis. Full time employees receive a daily, paid meal break of thirty (30) minutes, for a total of 40 paid hours per week.
Part-time, temporary, and seasonal employees are paid for hours actually worked.
“Normal weekly hours” are established through current official Business Office personnel files only and represent the number of hours an employee is expected to work in one week. Unofficial variations of hours actually worked do not constitute a change in employee’s normal weekly hours.
For employees who work an unbalanced or irregular schedule, normal weekly hours will be calculated by dividing the total number of hours the employee is supposed to work in a year by 52 weeks.
Benefits are calculated with reference to normal weekly hours. A “week” at the Library runs from Sunday through Saturday.
2. Workday
The Library’s official start time is 7:00 a.m. for maintenance staff, and no earlier than 7:30 a.m. for the rest of the staff Monday through Friday, 8:30 a.m. on Saturday and 12:30 p.m. on Sunday. Start time for openers for the Adult, Youth and Library Service Departments is no earlier than 8:00 a.m. on Saturday and 12:00 p.m. on Sunday.
Specific workday and workweek hours for each employee will be determined from time to time by the appropriate department manager based on the operational needs of the Library. The Library will attempt to notify employees of any changes in workdays or workweek hour’s two weeks in advance of the effective date of any such change.
3. Alternative Work Schedule
PURPOSE
The purpose of the Alternative Work Schedule (AWS) is to assist employees in balancing family and work life, by allowing employees to work their assigned hours in a non-traditional schedule. This policy discusses those alternatives.
ELIGIBILITY
The eligibility for an AWS is based on the responsibilities and autonomy of the actual job rather than on factors related to the individual employee, such as years of service or experience. Some jobs more readily accommodate an AWS situation, while others do not. Positions that might generally lend themselves to an AWS (1) utilize discretionary authority and independent action; and (2) maintain a low percentage of time spent performing routine, manual or clerical work. Positions classified as “exempt” from the Fair Labor Standards Act (FSLA), by definition, generally accommodate an AWS situation better than positions classified as “non-exempt” from the FSLA.
Even if an employee’s job lends itself to an AWS, the employee’s performance in his or her job will also be a determining factor in the approval of an AWS.
TYPES OF ALTERNATIVE WORK SCHEDULES
Some departments can more readily accommodate the AWS, while others cannot. The Department Director has overall discretion as to which AWS, if any, he or she will permit in his or her department. There are several types of AWS to be considered and are discussed below:
Flex time – A flex time schedule allows the employee to work his or her assigned hours with consideration to his or her personal needs (for example; attending school, caring for children, working another job, etc.). Flex time does not permit the employee to report to work whenever he or she feels like it; rather the employee establishes a regular schedule, based on his or her personal needs, which may vary little from week to week and communicates schedule changes according to department policy. This applies to full-time and part-time employees.
Compressed Work Week – A compressed work week schedule allows full-time employees to work their full-time schedule in fewer than 5 days.
Work At Home – A Work at Home (WAH) schedule allows employees to work part or all of their assigned hours from home. This applies to full-time Department Heads. Given the nature of library work, it would be very rare for the Library Director to approve an AWS permitting an employee to work exclusively from home. Employees requesting a WAH schedule must prove that they have the resources to be successful and productive while working at home. For example, a working computer compatible with the Library’s systems, an available telephone line, adequate child care arrangements for children, etc.
PROCEDURES FOR APPLYING FOR AN ALTERNATIVE WORK SCHEDULE
Employees considering an AWS need to think about how an AWS can be successful. Employees need to consider the impact that an AWS will have on their department, their department director, supervisors, co-workers, vendors, etc. Employees also need to define the business need for an AWS and how the Library will benefit from the AWS.
After considering if an AWS will work for the employee and the Library, the employee should complete all sections of the “Alternative Work Schedule Application” form. This form can be obtained in the Business Office. After the application is completed, the employee should submit it to his or her department director. The department director and the employee should then discuss the proposed schedule, making any notes or modifications on the application.
If the department director approves the proposed AWS, he or she should indicate that it is “approved” or “approved with the following amendments” and the start date of the AWS should be entered, along with a “trial period” ending date and a date for “further review”.
If the department director does not approve the AWS, he or she should indicate that it is “declined” and provide a statement supporting the reason for his or her decision and indicating under what conditions, if any, an AWS would be considered in the future.
The employee, department director, and library director sign and date the application. The original application is submitted to the business office. Even when an AWS is granted, it may be withdrawn at any time by the Library to accommodate business needs.
4. Overtime
Non-exempt staff shall be paid at a rate equal to their regular rate for the first 40 hours worked each week and one and one-half their regular rate for hours over 40.
All hours worked by an employee in excess of 37.5 hours weekly must be pre-approved by the department head and the Library Director.
Hours taken for vacation and holidays are not recognized in calculating overtime.
Exempt employees are not eligible for overtime.
5. Compensatory time
It is the policy of the Library that employees who are subject to the hourly work week limitations in the federal Fair Labor Standards Act, (non-exempt) and who work in excess of forty (40) hours per work week, shall accrue compensatory time in accordance with the requirements and limitations set forth in the federal Fair Labor Standards Act.
Eligible Employees
Eligible employees are employees who are subject to the federal Fair Labor Standards Act (FLSA). Exempt employees under the Fair Labor Standards Act and are not eligible employees.
Determination of Overtime Hours
Overtime hours are any hours worked in a given work week in excess of forty (40) hours. The beginning day of the work week for each eligible employee shall commence at 12:01 a.m. each Sunday.
Accrual of Compensatory Time
A. Rate
For each hour of overtime worked by an eligible employee in a given work week, one and one half (1-1/2) hours of compensatory time shall accrue.
B. Limitations
Eligible employees may accrue not more than thirty (30) hours of compensatory time, computed as one and one half hours of compensatory time for not more than one hundred sixty hours of overtime work.
C. Use
An eligible employee who has accrued compensatory time shall be allowed to use said time with a reasonable period following accrual so long as the operations of the Library are not unduly disrupted. Compensatory time shall not be counted as hours worked in the period in which such hours are used.
D. Payment on Termination
An eligible employee who is terminated, and who has accrued compensatory time, shall be paid for such accrued compensatory time at a rate not less than the average rate of pay for the preceding three years, or the final regular rate of pay, whichever is higher.
Records
Records shall be maintained to evidence the overtime hours worked by each eligible employee in a given work week, if any, and the number of hours of compensatory time accrued by each eligible employee, if any.
Payment of Cash in Lieu of Compensatory Time
A. Authority of Employer
Nothing herein shall prohibit the Library, at the Library’s option, of freely substituting cash, in whole or in part, for compensatory time off; and an overtime payment in cash does not affect subsequent granting of compensatory time in future work weeks or work periods.
B. Payments to Employee
Cash payments to an employee for accrued compensatory time may be made at any time except that on termination, payment shall be made pursuant to this policy. No employee shall otherwise have the right to receive, upon request, cash in lieu of accrued compensatory time.
6. Sunday Work Hours
Hours worked on Sunday will be considered part of the normally scheduled workweek (37.5 hours) from Sunday to Saturday.
7. Deductions from Pay
It is the policy of Glen Ellyn Public Library not to take any improper pay deductions that would be in violation of the Fair Labor Standards Act, it’s regulations (specifically Section 541.602(a)), or relevant state law or local ordinance.
Employees who believe their pay has been improperly deducted should report such improper deduction immediately to the Finance/HR Director. The complaint will be promptly investigated and the results of the investigation will be reported to the complaining employee. If the employee is unsatisfied with the findings of the investigation, the employee may appeal the decision to the Director.
Any employee whose pay is improperly deducted shall be reimbursed for such improper deduction no later than the next pay period after the improper deduction is communicated to management.
8. Lost or Uncashed Payroll Checks
The Glen Ellyn Public Library strongly encourages all employees to participate in the Direct Deposit Program to avoid having lost or misplaced checks. Employees not enrolled in the Direct Deposit Program will be issued a paper check. If the paycheck is misplaced, the employee should contact the Finance/HR Director immediately to report it. The Finance/HR Director will issue a stop payment on the check and charge the employee an administration fee of $25 (twenty-five dollars) for this service. After the Bank has confirmed the stop payment, a replacement check will be prepared for the employee. The employee will then be notified by the Finance/HR Director via e-mail or phone that the replacement check is ready for pick up. This entire process takes approximately two weeks to complete.
9. Employment Classification
For purposes of salary administration and eligibility for overtime payments and employee benefits, the Library classifies its employees. These classifications are for administrative purposes only and do not create any contractual right to continued employment.
Each employee is designated as either NONEXEMPT or EXEMPT from the federal and state wage and hour laws.
NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws.
EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws.
In addition to the above categories, each employee will belong to one other employment category:
Regular Full-Time: Employees who are regularly scheduled to work the organization’s full-time schedule of 37.5 hours per week. Generally, they are eligible for the employer’s full benefit package, subject to the terms, conditions, and limitations of each benefit program.
Part-Time: Employees who are regularly scheduled to work less than 37.5 hours per week but at least 8 hours per week. While they do receive all legally-mandated benefits (such as workers’ compensation and Social Security benefits), they are eligible for some additional benefits, dependent upon their specific hours worked.
Temporary: Employees hired as interim replacements, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of limited and indefinite duration. Employment beyond any initially stated period does not in any way imply a change in employment status. “Temporary” employees retain that status until notified of a change. While temporary employees receive all legally-mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for any of the employer’s other benefit programs.
Casual: Employees who have established an employment relationship with the organization but who are assigned to work on an intermittent and/or unpredictable basis of less than 20 hours per week. While they receive all legally-mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible for any of the employer’s other benefit programs.
You will normally be informed of your initial employment classification and of your status as an exempt or nonexempt employee during your orientation session. If you change positions during your employment as a result of a promotion, transfer, or otherwise, you will normally be informed by the Human Resources Department of any change in your exemption status.
Please direct any questions regarding your employment classification or exemption status to the Human Resources Department.
10. Timekeeping
To ensure that the Library has accurate time records and that nonexempt employees are paid for all hours worked in a timely manner, exempt and nonexempt employees are required to accurately record all hours worked on an excel spreadsheet. Exempt and nonexempt employees should record all hours worked and breaks longer than 20 minutes on a daily basis, including lunch and other breaks. Your supervisor will review your time records and ask you to verify them at the end of each pay period. Any changes to the time records must be verified by both you and your supervisor.
Employees must ensure all time is recorded accurately. Off-the-clock work by nonexempt employees is strictly prohibited. Fraudulent timekeeping and falsification of time records are subject to discipline, up to and including termination of employment.
Employees are responsible for reporting any supervisor or manager who encourages or requires off-the-clock work by nonexempt employees to the Director.
11. Job Descriptions and Salary Administration
1. Purpose
The purpose of the Glen Ellyn Public Library job Descriptions and salary administration policy is to ensure that the organization is able to attract, retain and motivate the number and caliber of individuals necessary to achieve its goals within budgetary guidelines.
2. Implementation
In order to accomplish this, it is the Glen Ellyn Public Library’s policy that a salary range will be established for each group of positions and that these ranges will be internally equitable, i.e. fair when compared with the ranges established for other Glen Ellyn Public Library position groups as well as competitive when compared with the rates paid and ranges utilized by other employers for comparable positions.
The job descriptions and salary schedule are normally reviewed at least annually to keep salaries equitable and competitive within the budget constraints inherent in Glen Ellyn Public Library being a publicly funded institution.
It is also Glen Ellyn Public Library policy that each employee will receive a rate of pay which falls within the range established for their job; and that the progression of each employee’s salary within the range will be determined by the employee’s on the job work performance.
All Glen Ellyn Public Library salary administration programs will be designed and administered in such a way as to comply with all laws and to provide fair treatment for all employees regardless of race, color, religion, sex, national origin, age, disability, sexual orientation or other applicable legally protected status.
