[NCASG] URGENT--Ad Hoc Survey Employee Compensation during State Closures -- System for managing Class and Comp requests
Reynolds, Kim
Kim.Reynolds at oa.mo.gov
Fri Feb 3 13:23:44 MST 2023
CAUTION: This email originated outside the State of Idaho network. Verify links and attachments BEFORE you click or open, even if you recognize and/or trust the sender. Contact your agency service desk with any concerns.
Hi Toni -
Hope you've had a nice week. In response to your email inquiry:
1) I was unable to find an executive order or policy on State office closings in Missouri; however, I can provide some information as to how this has been handled. First, I want to ensure we are talking about the same thing. There are two different options that the State of Missouri has for sever weather. I believe you are talking about the second item below since you mentioned other emergencies as well, but I've gone ahead and explained both situations.
a. Hazardous Travel Policy - if you decide you want to see this policy, let me know. I can send it over.
i. This policy is in effect when road conditions are deemed inadequate for team members to travel into the office. State offices are still open whenever the hazardous travel policy is implemented. The Commissioner of Administration implements the policy for a set timeframe and for a set geographic region (typically by our Highway Patrol Troop areas).
ii. The policy was revised in 2022 to specifically call out distributed team members (those working from home or elsewhere). Basically, team members who either regularly work from home OR who are able to work from home with approval from their supervisor are expected to do so and would not have impact to schedule for that day due to road conditions. (No impact on compensation.)
iii. Employees who are expected to report to work (unable to work in an alternate location) and are unable to do so due to road conditions, must either use annual leave, compensatory time, adjust their work schedule within the current work week or pay-period without incurring overtime, OR take leave without pay if none of the aforementioned options are available.
iv. Employees who are expected to report to work and do report to work do not receive additional compensation.
b. Closing of State Offices - Last occurred in February 2021
i. Do not have a formal policy on this, so am unsure how this all worked prior to COVID.
ii. Details:
1. Since offices were closed, all team members were eligible for 8 hours of administrative leave (equivalent of leave with pay)
2. Overtime eligible team members who needed to report to work earned compensatory time for their time worked. Example - if team member worked 8 hours, they reported that time as regular hours worked, but also received 8 hours of straight-time compensatory time to be used at another point in time (or to be paid out upon ending employment with the State)
3. Team members who were not eligible for overtime and who had web-based meetings planned were expected to attend the virtual meetings and remain productive. Any hours worked were not eligible for overtime. This is the category I fell into. I checked my timesheet from that date and it looks like I had 4 hours of regular time worked (due to meetings) and then put 4 hours of administrative leave with pay for the rest of the day.
4. Overtime eligible team members who were not required to work, but were able to work remotely for all of part of the day could do so; however, compensatory time was not granted for those hours worked. Time worked in that instance was coded as regular hours worked and did not count as leave with pay.
2) The State of Missouri does not have an automated system, but I would be interested in hearing what responses you received on this.
3) The State of Missouri does not have an automated workflow system. I would be interested in hearing what responses you received on this.
4) We are currently working with Nintex to established a workflow for agencies to submit their position changes (including payroll transactions and sending over Position Description Questionnaires) to our division. This will be where our class/comp documents are stored. This process is a workflow for departments to send their completed forms to us; however, it is not used for internal agency workflow. Example: If employee fills out Position Description Questionnaire, they still have to manually pass it along to the supervisor, then to HR, then to us.
Let me know if I can help with any other questions that might come up on this.
Thanks,
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Kim Reynolds
Manager of Classification & Compensation
State of Missouri | Office of Administration | Division of Personnel
(573) 751-1665 | kim.reynolds at oa.mo.gov<mailto:kim.reynolds at oa.mo.gov>
How did we do? https://protect-us.mimecast.com/s/eFvgCM8AK1Uv9Dl2HwVkZg?domain=oacares.mo.gov
From: Gillis, Toni (DHR) <Toni.Gillis at delaware.gov>
Sent: Wednesday, January 25, 2023 3:59 PM
To: dhr_ncasg_survey_list at admws.idaho.gov
Cc: Allison, Lisa M. (DHR) <Lisa.Allison at delaware.gov>; Olshefsky, Joy (DHR) <joy.olshefsky at delaware.gov>
Subject: [NCASG] URGENT--Ad Hoc Survey Employee Compensation during State Closures -- System for managing Class and Comp requests
Importance: High
CAUTION: This email originated outside the State of Idaho network. Verify links and attachments BEFORE you click or open, even if you recognize and/or trust the sender. Contact your agency service desk with any concerns.
________________________________
Good afternoon, everyone,
I need your quick assistance with two items. IF there is anyway you could respond by Friday, February 3, 2023, that would be great.
1.) The State of Delaware has an Executive Order that provides the parameters of compensation of employees during State Closures.
When it is deemed State Offices should not open to the public during Severe Weather Conditions and Other Emergencies (such as 9/11/2001) non-essential employees are compensated as if they had worked the day. Essential employees who are still required to report (such as nurses, correctional officers, emergency workers, road workers, etc.) receive the hours they work plus and additional hour for hour up to 7.5 hours or 8.0 hours (depending on if they are 37.5-hour employees or 40-hour employees) for scheduled hours that occur with the closure.
This pertains to hours that fall during regular state business hours of 8 am to 4:30 pm Monday through Friday excluding holidays.
* How does your state compensate employees when a Severe Weather Event OR other Emergency occurs?
* Do employees who cannot report to work because the State closed Offices get Compensated?
* Do employees who report to handle the event get compensated extra?
* Can you provide your policy? Can you give a brief description?
* Has the policy changed due to COVID? IF so can you describe the change?
2.) Does your state use any automated system for the processing of Classification and Compensation requests?
* IF Yes can you provide the name of the system and a brief description of what it does/captures/works?
* Do you like it?
3.) Does your state have an automated workflow system?
* IF Yes can you provide the name of the system and a brief description of what it does/captures/works?
* Do you like it?
4.) Does your state have an electronic filing system for Class/Comp documents?
* IF Yes can you provide the name of the system and a brief description of what it does/captures/works?
* Do you like it?
I know this is a lot, but I could really use your help in securing this information.
Thank you in advance for responding.
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Toni Gillis, SPHR, SCP, HRC, MDC
Member NCASG
Delaware Department of Human Resources
Division of Classification, Compensation, and Talent Acquisition
State Human Resource Administrator, Compensation
Toni.Gillis at delaware.gov<mailto:Toni.Gillis at delaware.gov>
Telephone: (302) 672-5171
Fax: (302) 739-7984
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