A.
Purpose. The purpose of this section is to establish guidelines for
preparation of employee time cards and Borough payrolls.
B.
Statement of policy.
(1)
Time sheets are to be completed by all department heads. The time
sheet shall include: employee name; employee number; department; pay
period; hours to be compensated broken down on a daily basis into
hours worked; holiday time, sick leave, compensatory time, vacation,
leave without pay, etc.; employee signature; and supervisor's signature.
Borough employees will be required to comply with Borough procedures
on clocking in and out of Borough time clocks. Employees are prohibited
from logging any fellow employee in and/or out of the Borough's time
clock system or falsifying, in any manner, Borough time records.
(2)
The Finance Department shall compute earnings as well as deductions.
Changes in rate, position, and status shall be supported by a personnel
action form approved by the appropriate personnel. The personnel action
form shall be made a part of the employee's personnel file.
(3)
(Reserved)
(4)
Payroll records shall be maintained by the Borough in accordance
with the time frames set by applicable legal requirements.
(5)
Falsification of time records for payroll purposes or clocking other
employees in and/or out of the Borough's time system are reasons for
dismissal. Employees may direct inquiries concerning payroll matters
to the Chief Financial Officer.
A.
Purpose. The purpose of this section is to establish policy and procedures
for compensating Borough employees.
B.
Statement of policy.
(1)
It is the policy of the Borough and the purpose of this plan to establish
a compensation system that will allow the Borough to effectively compete
for qualified personnel and to ensure that salaries are equitable
and commensurate with the duties performed by each employee.
(2)
A salary ordinance shall be adopted annually by the Borough Council
and shall apply to all employees not covered by collective bargaining
agreement.
(3)
Employees covered by collective bargaining agreement shall be compensated
as referenced in the collective bargaining agreement. Copies are available
for review in the Borough Administrator's office.
(4)
Payment for accumulated absence.
(a)
To the extent that a local ordinance, collective bargaining
agreement, or an employment agreement provides for the payment of
compensation for pay while absent from work, the Borough shall only
make such payment if the Chief Financial Officer or the Borough Administrator
certifies that such amount is due and that proper documentation establishing
that the amount of the accumulated absence has been provided and funds
are available to pay. Proper documentation includes:
(b)
Nothing in this section grants employees compensation for absences
from work.
A.
The Borough complies with all applicable federal and state laws with
regard to payment of overtime work, including the New Jersey Wage
and Hour Law and the Federal Fair Labor Standards Act ("FLSA").
B.
Under the FLSA, certain employees in managerial, supervisory, administrative
or professional positions are exempt from overtime. Exempt employees
are not eligible to receive overtime compensation and are required
to work the normal workweek and any additional hours needed to fulfill
their responsibilities. Time off consideration for large amounts of
additional hours may be provided with the Borough Administrator's
prior approval and at the sole discretion of the Borough Administrator.
The following employees are exempt from overtime:
(1)
Borough Administrator.
(2)
Assistant Borough Administrator.
(3)
Treasurer.
(4)
Chief Financial Officer.
(5)
Tax Collector.
(6)
Tax Assessor.
(7)
Park and Recreation Director.
(8)
Superintendent Highway Department.
(9)
Highway Shop/Building and Grounds Supervisor.
(10)
Election Clerk.
(11)
Fire Chief.
(12)
Assistant Finance Officer.
(13)
Chief of Police.
(14)
Public Works Superintendent.
(15)
Water/Sewer Superintendent.
(16)
Health/Housing Code Official.
(17)
Municipal Court Administrator.
(18)
Construction Official.
(19)
Neighborhood Preservation Coordinator.
(20)
Borough Clerk.
(21)
Fire Official.
(22)
Director of Economic and Community Development.
(23)
Grants Administrator/Community Development Liaison.
C.
All other employees are classified as nonexempt and are subject to
the provisions of the Act.
D.
Depending on work needs, nonexempt employees may be required to work
overtime. Nonexempt employees are not permitted to work overtime unless
the overtime is budgeted and approved by the department head and the
Borough Administrator. Nonexempt employees working overtime without
prior approval will be subject to disciplinary action.
E.
Nonexempt employees will receive overtime compensation for hours
worked in excess of 40 in a weekly period at the rate of 1 1/2
times the regular rate of pay.
F.
The Borough may, at its option, allow nonexempt employees to receive
compensatory time off in lieu of overtime. Compensatory time off is
calculated at 1.5 hours for each hour of overtime to a maximum of
100 hours of compensatory time. The use of compensatory time is subject
to the following conditions outlined below:
(1)
Employees shall be responsible for using compensatory time off with
reasonable promptness. No accumulated compensatory time shall be carried
over to the following year or sold back to the Borough. However, employees
shall be permitted to carry over compensatory time off for any of
the following reasons:
(a)
The time was earned in the month of December;
(b)
The employee was prevented from using his or her comp time because
of pressure of Borough business or because of approved absence from
duty;
(c)
The employee's comp time balance is less than one full working
day; or
(d)
The employee receives written approval from the department head
or Borough Administrator.
(2)
Under no circumstances shall an employee accumulate more than 100
hours of compensatory time. Accrued compensatory time off shall be
used in the same manner as vacation leave, except that it may be used
in hourly increments. The Borough reserves the right to approve the
use of compensatory time off in accordance with operational requirements,
but in no case will requests be unreasonably denied. In case of scheduling
conflicts between employees, preference will be given to those requests
which are submitted first; if two or more requests are made simultaneously,
seniority will prevail.
A.
The Borough adopts the following FLSA Safe Harbor notice and procedure
as required under applicable law:
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FLSA SAFE HARBOR NOTICE AND PROCEDURE
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It is our policy and practice to accurately compensate employees
and to do so in compliance with all applicable laws. To ensure that
you are paid properly for all time worked and that no improper deductions
are made, you must record correctly all work time and review your
paychecks promptly to identify and to report all errors. You also
must not engage in off-the-clock or unrecorded work.
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1. Review Your Pay Stub.
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We make every effort to ensure our employees are paid correctly.
Occasionally, however, inadvertent mistakes can happen. When mistakes
do happen and are called to our attention, we promptly will make any
correction that is necessary. Please review your pay stub to make
sure it is correct. If you believe a mistake has occurred or if you
have any questions, please use the reporting procedure outlined below.
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2. Nonexempt Employees.
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If you are eligible for overtime pay or extra pay (including
pay due under our handbook or a collective bargaining agreement),
you must maintain a record of the total hours you work each day. These
hours must be accurately recorded based on the employer's timekeeping
process that will be provided to you. Each employee must be able to
verify that the reported hours worked are complete and accurate (and
that there is no unrecorded or "off-the-clock" work). Timekeeping
must accurately reflect all regular and overtime hours worked, any
absences, early or late arrivals, and early or late departures. Time
records requested by management should be completed according to established
time frames for verification and approval. When you receive each paycheck,
please verify immediately that you were paid correctly for all regular
and overtime hours worked each workweek.
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3. Exempt Employees.
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If you are classified as an exempt salaried employee, you will
receive a salary which is intended to compensate you for all hours
that you may work for the Borough. This salary will be established
at the time of hire or when you become classified as an exempt employee.
While it may be subject to review and modification from time to time,
such as during salary review times, the salary will be a predetermined
amount that will not be subject to deductions for variations in the
quantity or quality of the work you perform.
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You will receive your full salary for any workweek in which
work is performed. However, under federal law, your salary is subject
to certain deductions. For example, your salary can be reduced for
the following reasons in a workweek in which work was performed:
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Full-day absences for personal reasons, including vacation.
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Full-day absences for sickness or disability, since we have
a sick day pay plan and short-term disability insurance plan.
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Full-day disciplinary suspensions for infractions of safety
rules of major significance (including those that could cause serious
harm to others).
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Family and Medical Leave absences (either full- or partial-day
absences).
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To offset amounts received as payment for jury and witness fees
or military pay.
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Unpaid disciplinary suspensions of one or more full days for
significant infractions of major workplace conduct rules set forth
in written policies.
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The first or last week of employment in the event you work less
than a full week.
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Your salary may also be reduced for certain types of deductions,
such as: your portion of health, dental or life insurance premiums;
state, federal or local taxes; social security; or voluntary contributions
to a 457 or pension plan.
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In any workweek in which you performed any work, your salary
will not be reduced for any of the following reasons:
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Your absence because the facility is closed on a scheduled work
day.
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Absences for jury duty, attendance as a witness, or military
leave in any week in which you have performed any work.
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Any other deductions prohibited by applicable law.
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Please note: You will be required to use accrued
vacation, personal, sick or other forms of paid time off for full-
or partial-day absences for personal reasons, sickness or disability.
If you do not have accrued paid time off available, you will not be
paid for full- or partial-day absences. Similarly, you will not be
paid for full- or partial-day absences if you have accrued paid time
off but did not seek permission to use it, or if you sought to use
it and you were denied. Finally, you will not be paid for full- or
partial-day absences if you choose to leave work without pay.
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4. To Report Violations of This Safe Harbor Policy, Communicate
Concerns, or Obtain More Information.
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It is a violation of our policy for any employee to falsify
time records, or to alter another employee's time records. It is also
a serious violation of our policy for any employee or manager to instruct
another employee to incorrectly or falsely report hours worked or
alter another employee's time records to under- or over-report hours
worked. If any manager or employee instructs you to (1) incorrectly
or falsely under- or over-report your hours worked, (2) alter another
employee's time records to inaccurately or falsely report that employee's
hours worked, or (3) conceal any falsification of time records or
to violate this policy, do not do so. Instead, report it immediately
to the Administrator in person or at 856-881-9230.
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You should not work any hours outside of your scheduled work
day unless your supervisor has authorized the unscheduled work in
advance. Do not start work early, finish work late, work during a
meal break or perform any other extra or overtime work unless you
are authorized to do so and that time is recorded. Employees are prohibited
from performing any "off-the-clock" work. "Off-the-clock" work means
work you may perform but fail to report the time. Any employee who
fails to report or inaccurately reports any hours worked will be subject
to disciplinary action, up to and including discharge.
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If you have questions about deductions from your pay, please
contact the Chief Financial Officer immediately. If you believe your
wages have been subject to any improper deductions or your pay does
not accurately reflect all hours worked, you should report your concerns
to a supervisor immediately. If a supervisor is unavailable or if
you believe it would be inappropriate to contact that person (or if
you have not received a prompt and fully acceptable reply within three
business days), you should immediately contact the Administrator or
Chief Financial Officer in-person or at 856-881-9230. If you have
not received a satisfactory response within five business days after
reporting your concern to the Administrator or Chief Financial Officer,
and you are unsure who to contact to correct the problem, please immediately
contact the Human Resources Coordinator at 856-881-9230, the Borough
Solicitor, or the United States Department of Labor at 215-861-5100.
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Every report will be fully investigated and corrective action
will be taken, up to and including discharge of any employee(s) who
violates this policy.
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In addition, we will not allow any form of retaliation against
individuals who report alleged violations of this policy or who cooperate
in our investigation of such reports. Retaliation is unacceptable.
Any form of retaliation in violation of this policy will result in
disciplinary action, up to and including discharge.
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