STAFF REPORT

January 4, 2000

To: Administration Committee

From: Brenda Glover, Executive Director of Human Resources

Subject: Harmonization of Lieu Time Policy (Non-Union)

Purpose:

To harmonize existing policies and practices for overtime hours worked by non-union staff through the introduction of a replacement policy.

Financial Implications and Impact Statement:

No additional funding is requested. Departments will absorb the cost of overtime within existing budgets.

Recommendations:

It is recommended that:

(1) the proposed Lieu Time Policy for Non-Union Staff be approved.

Comments:

Over the past two years management, supervisory and exempt staff placed in new city positions as well as those maintained in existing positions, continue to be covered by previous terms and conditions of employment until such time as replacement policies are introduced.

Until policies are harmonized, individuals continue to work side by side doing the same work with different employment conditions. Compensation for overtime hours worked is one of the areas that remains to be harmonized. Current practices include overtime earned that may be taken as time off in lieu or paid. There is variation on which job groups are eligible to earn overtime, the rate at which it is earned, the limit of hours that can be earned as well as limits for some groups on the amount that can be taken in lieu time or paid.

The proposed policy takes into consideration:

- operational requirements for overtime

- fairness relative to past practices

- budget pressures

- salary compression of front line supervisors with union jobs

- situations where there are non-union confidential clerical positions with union equivalents

The proposed policy (Appendix A) allows for overtime hours to be granted at time and a half for supervisory positions with direct supervisory responsibility for workers on shift or with regular time as well as for exempt non-management administrative and clerical positions. The accumulated time may be taken in either pay or time off.

For the more senior positions of Director and Managers, overtime hours would be granted on a straight time basis with a yearly maximum and accumulated time may only be taken in time off.

Staff recommend this approach for a replacement policy as the fairest way to harmonize past practices in light of current consideration identified.

Contact:

Alison Anderson

Director, Employment Services

Phone #: 392-5028

Fax #: 392-3920

aanderso@city.toronto.on

Brenda Glover

Executive Director of Human Resources

List of Attachments:

Appendix A - Lieu Time Policy (Non-Union)

Appendix A

Lieu Time Policy (Non-Union)

Conditions

Lieu time will be granted as leave with pay in compensation for overtime hours worked.

Occasional "finishing up" at the end of the workday of less than 30 minutes in excess of the daily work schedule is not recognized as overtime.

All overtime hours worked to be eligible for lieu time, shall be authorized by the employee's immediate supervisor prior to the overtime being worked and must be documented for payroll purposes.

For Directors, Managers, individual contributors, and/or equivalent positions (e.g. Grades 7 - 12):

Lieu time shall be granted on a straight time basis to a yearly maximum of 105 hours for a 35 hour work week /120 for 40 hour work week. This accumulated lieu time may be taken in time off whenever it is mutually agreeable with the employee and his/her immediate supervisor. It is permissible to use lieu time before vacation time.

For the following positions:

· Exempt non-management administrative and clerical positions

· Supervisory positions with direct supervisory responsibility for workers on shift or with regular overtime (e.g. Grades 1 - 7)

Lieu time shall be granted at time and a half. There is no maximum. This accumulated lieu time may be taken either in overtime pay or in time off whenever it is mutually agreeable with the employee and his/her immediate supervisor. The maximum lieu time that may be taken in time off is 105 hours/120 hours.

When an employee is promoted or transferred to a new department and lieu time is owed to the employee, he/she shall be paid for that lieu time by the original department prior to promotion or transfer unless otherwise agreed to by the new Executive Director/General Manager or designate.

Lieu time should be scheduled and used within each calendar year.