COMPENSATION POLICY (HR2470) REDLINED 08-21-2019.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Number: HR2470
Policy Title: 08-21-2019xx-
Current Adoption Date:
COMPENSATION POLICY xx-2019
08-21-2019xx-
Current Implementation Date:
xx-2019
Board Agenda Number: C-31-16-002-6-01
Approved by:
BOARD OF SUPERVISORS
Original Adoption Date: 06-09-1997
MARICOPA COUNTY INTERNAL POLICY
Policy Number: B7000
Policy Title: 10-21-
Current Adoption Date:
2015
COMPENSATION POLICY
Current Implementation 10-21-
Date: 2015
Board Agenda Number:
Approved by:
BOARD OF SUPERVISORS Original Adoption Date: 06-09-
1997
XXIII.I. PURPOSE
The purpose of the Maricopa County Employee Compensation Plan is to ensure that County
employees are paid consistently, equitably, and in a manner that is competitive with the marketplace,
so they are motivated to provide excellent service to the residents of Maricopa County.To outline the
County’s compensation philosophy, strategy, and tools as well as compliance with wage laws. It is the
policy of Maricopa County not to unlawfully discriminate against any person for any reason. Maricopa
County does not use age, disability, race, color, sex, national origin, or other non-work related criteria
as a basis for any decisions regarding an employee’s pay. Employees, supervisors, and/or managers
who unlawfully discriminate against a person for any reason are subject to disciplinary action up to and
including termination. This policy must be read in conjunction with other County policies.
XXIV.II. AUTHORITY
This pPolicy has been adopted pursuant to A.R.S. § 11-251(38) which gives the Board of
Supervisors the authority to establish salary and wage plans that incorporate classifications (merit
status) and conditions prescribed by the Federal Fair Labor Standards Act. All pay rates
recommended by the County Manager or an Elected Official are subject to Board approval by the
Board. Any form of compensation not authorized by this plan is subject to Board review by Employee
Compensation and then approval by the Board.
XXV.III. APPLICATION
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
This pPolicy applies to all Maricopa County elected offices and appointed departments as well as the
Flood Control District of Maricopa County and the Maricopa County Library District (Special Districts),
except for that follow Maricopa County’s compensation plan, policies, and procedures. This includes
all full or part-time employees that are probationary, contract, classified, unclassified, or temporary.
This policy does not apply to individual elected officials and their appointed chief deputiesy. The Board
of Supervisors is authorized to jointly adopt policies applying to the Special Districts under the
Intergovernmental Agreement, C-06-18-393-6-00, approved on April 11, 2018. Volunteers and
independent contractors are not employees and therefore are not subject to the provisions of this plan.
XXVI.IV. DEFINITIONS
A. Applicable Qualifications: Qualifications that are quantifiable, relevant to a position, and
impact the employee’s job performance.Alternative Work Schedule: Any schedule that differs
from the traditional schedule of 8 hours per day, 5 days per week. (See HR2427 Alternative Work
Schedules Policy and B7006 Hours Worked and Overtime Policy)
B. Appointed Employee: The statutory chief deputies of the Assessor, Clerk of Superior Court,
County Attorney, Recorder, Sheriff, Superintendent of Schools, and Treasurer, and any other
employee so designated by the Board. Appointed Employees are unclassified.
A.
C.B. Appointing Authority: An elected official, the single administrative or executive head of a
department, or the designated representative authorized to act in this capacity.
D. Appointment: Assignment of an employee into an unclassified position.
C. Base Pay Rate: An employee’s established rate of pay, exclusive of any differentials, incentives,
or other premium pay.
E.D. Board: The Maricopa County Board of Supervisors.
XXVI. Board: The Maricopa County Board of Supervisors, the Maricopa County Flood Control District
Board of Directors, the Maricopa County Library District Board of Directors, and the Maricopa
County Stadium District Board of Directors.
G. Budgeted Rate of Pay: The amount allocated to a position in the budget. An employee's base
pay rate cannot exceed the budgeted rate of pay for the employee's position.
H. Career Path Plan: A formal plan adopted by an Appointing Authority and approved by Employee
Compensation and the Board that establishes a career enhancement and advancement strategy
for specifically identified Market Range Titles.
I.E. Classified Employee: Positions and/or eEmployees covered by the Employee or Law
Enforcement Officers’ Merit Systemsone of the established sets of Merit System Rules. Excluded
are those positions and/or employees identified as temporary, contract, or unclassified.
J.F. Contract Employee: An unclassified, aAt -will employees hired to work for a defined
purpose or project and defined time period (typically more than one (1) year but less than three
(3) years) whose terms and conditions of employment are subject to a written agreement.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
XXVI. Demotion: A change in the assignment of a classified employee to a lower base pay rate.
L. Department: A governmental unit within Maricopa County that has an approved annual budget.
This also includes special districts where the Board of Supervisor acts as the Board of Directors.
M.G. Executive Compensation Package: A package of compensation, benefits, and leave
options established for executivetop management positions that are equivalent to a department
deputy director or above.
N.H. Executives Staff: The County Manager and his/her direct reports, statutory chief deputies
of elected officials, department directors, and executive staff of the BoardElected officials’ chief
deputies and department deputy directors and above.
O.I. Fair Labor Standards Act (FLSA): TheA federal law act that establishes minimum wage,
Overtime pay eligibility, recordkeeping, and child labor standards requirements for tracking of
employees’ hours worked for purposes of calculating overtime and other pay for full and part-time
workers. (See B7006 Hours Worked and Overtime Policy)
P.J. FLSA Exempt Employee: An eEmployees who are exempt from Overtime pay under
meets the FLSA.the definition of an executive, administrative, professional or computer
professional employee as defined in the FLSA. Employees who are designated as exempt are not
eligible for overtime pay. (NOTE: This exemption has no effect on an employee's classified or
unclassified status in relation to merit system rules.)
Q.K. FLSA Non-exempt Employee: An eEmployees who isare covered by the provisions of
the FLSA and entitled must be compensated for to oOvertime hours workedpay.
R. Hiring Range: Ordinarily the minimum of the market range to the maximum of the range for internal
recruitments and the minimum of the market range to the midpoint of the range for external
recruitments. The use of a different hiring range must be approved by Employee Compensation
prior to recruitment. Departments should use a hiring range that is within their funding
capabilities and are required to comply with the County's Funded Position Policy (see B3001
Funded Positions Policy) ensuring that applicants are extended a rate that is supported by the
department's budget.
S.L. Hourly Rate: The hourly rate is dDetermined by dividing the employee’s annual salary by
2080 (40 hours x 52 weeks).
T.M. Hours Worked: All time during which an employees areis required or permitted to work
that, which does not include paid or unpaid leave time as defined in the County’s Employee Leave
Plan (e.g., vacation time, sick leave, floating personal daybereavement leave, civic duty leave,
witness leave, crime victim leave, military holiday payleave, administrative leave, holiday,
floating personal day, and leaves without pay, etc.). Hours worked do not include personal
waiting time prior to or after work hours as long as the employee is not required or permitted to
work. (See B7006 Hours Worked and Overtime Policy)
N. HR Director: The Maricopa County Human Resources Director, or the designated
representative authorized to act in this capacity.
U.O. Independent Contractor: An individual who performs services pursuant to a public bid for
servicesunder terms specified in a contract.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
V. Initial Probation: A specified period of time following the employment or reemployment of an
employee into a classified position. Until an employee successfully completes probation, the
employee is considered unclassified and not subject to any of the protections set forth in any of the
merit rules.
W. Leave Adjustment Incentive: Increased vacation and sick leave accrual rates and/or hours added
to an employee’s leave bank when their position is identified as critical, difficult to fill or retain.
P. Management/Professional Assignment (MPA): A non-permanent assignment into a higher level
management or professional role that would otherwise typically be assigned to a budgeted position.
X.Q. Management/Professional Assignment Pay: A temporary amount of additional pay
that an employee may receives while on a Board approved mManagement/pProfessional
aAssignment.
Y. Market Range: A range of pay based on an analysis of the competitive market associated with a
specific Market Range Title, established by Employee Compensation, and approved by the Board.
Any rate exceeding the maximum of the market range requires the express approval of the Board
as an exception to this Plan.
Z.R. Market Range Title (MRT): A title assigned to a group of similar positions in terms of
nature, scope, level or performing similar or related duties and responsibilities. Market Range Titles
and their associated market salary ranges areshall be established by Human Resources Employee
Compensation and approved by the Board.
AA. Market Range Title Adjustment: The assignment of a position to another Market Range
Title that is at an equivalent level, lower level or higher level Market Range Title than currently
assigned, which may or may not result in a base pay rate increase for the incumbent. (See B7003
Market Range Title Review and Adjustment Policy)
BB. Market Study: Employee Compensation’s formal review of a market range associated with
a Market Range Title. (See B7003 Market Range Title Review and Adjustment Policy)
CC. Merit System Rules: The established sets of rules that provide a uniform and equitable
system of personnel administration. The three merit systems are: Maricopa County Employee
Merit System Rules, the Maricopa County Law Enforcement Officers Merit System Rules, and the
Judicial Merit System Rules.
S. Multilingual Pay: Additional pay for providing sign language or Non-English language services.
DD.T. Overtime: Hours wWorked over the maximum number of hours permitted by the FLSA
in a FLSA nNon-exempt eEmployee's established workweek, excluding hours of paid and
unpaid leave and personal waiting time (for most FLSA nNon-exempt eEmployees, the
maximum is 40 hours). (See B7006 Hours Worked and Overtime Policy)
EE. Performance or Merit Increase: An adjustment to an employee’s base pay rate in recognition of
meritorious performance. Increase is based on established performance criteria, and is justified
through an evaluation of the employee’s performance as demonstrated through the achievement
of mutually agreed upon results under the provisions of the Maricopa County performance
management process.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
FF. Placement in Range: The strategy developed by Employee Compensation and approved by the
Board of Supervisors, which is used to determine an individual employee’s salary within an
approved market range. (See B7009 Placement in Range Policy)
GG. Position Control Number: A number used to identify a specific position. Each position
has a unique position control number.
HH.U. Premium Pay: An aAdditional pay for working certain types of hours or under certain types
of conditionsment that must be included in the calculation of an employee’s pay (e.g., . Examples
of premium pay are sSpecial wWork aAssignment pay, MPAmanagement/professional
assignment pay, differential pay, mMultilingual pPay, standby pay, and call back pay, etc.). (See
Policies B7001 Special Work Assignments Policy, B7004 Pay Differentials Policy, and B7005
Multilingual Pay Policy)
II.V. Promotion: The movement of an employee to a classified position with a different position
control number at a higher bBase pPay rRate through a recruitment process that complies with the
applicable merit rules.
W. Reduction in Force (RIF): The involuntary separation of employees from County employment
as the result of an organizational or departmental decision to eliminate positions.
X. Reclassification: The assignment of a position to another Market Range Title.
JJ. Regular Employee: As defined in the Maricopa County Employee Merit System Rules, an
employee occupying a classified position who has successfully completed an initial probationary
period.
KK.Y. Regular Rate of Pay: The bBase pPay rRate plus all pay for employment (i.e., pay
differentials and other pay that is paid for hHours wWorked or available to work) except certain
payments excluded by the FLSA. This rate is in full compliance with the FLSA.
LL. Regular Status: The status a classified employee achieves under the applicable Merit
System Rules after successful completion of the initial probation period.
Z. Release of Claims: A binding commitment in exchange for payments and consideration
described in a Severance Agreement whereby the employee, as a free and voluntary act,
agrees that the payments and consideration made are in full satisfaction of any and all known
or unknown claims against the County.
AA. Salary Advancement: An increase in an employee’s bBase pPay rRate to a higher base pay rate
not obtained throughas the result of any process other than a recruitment process or appointment
to an unclassified position with a different position control number.
BB. Severance Agreement: An agreement between an employee and Maricopa County in which
the County provides Severance Pay and/or a tangible benefit to the employee in exchange for
a Release of Claims.
MM. (See B7002 Salary Advancement Policy)
NN.CC. Severance Pay: A discretionary payment to a classified or unclassified employee in
exchange for a Rrelease of all cClaims from which an this employee may have against the
County. Severance pay must be approved by the Board and is available in very specific and
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
limited circumstances as identified by the Board. (See HR2423 Severance pay for Release of
Claims Policy)
OO.DD. Special Work Assignment (SWA) Pay: A temporary amount of additional pay that an
employee receives while on a special work assignment. SWA Pay is only paid on hours actually
worked.(See B7001 Special Work Assignments Policy)
PP.EE. Temporary Employee: An aAt-will employees hired to work less than one (1) year or
sporadicallywho works on an as-needed basis (e.g., election workers) does not accrue or
receive paid leave, and is not eligible for benefits.
QQ.FF. Unclassified Employee: At-will A position and/or employees not covered by the Employee
any set of Merit Systemor Law Enforcement Officers’ Merit Systems Rules.
. Volunteer: A person who performs hours of service for civic, charitable, or humanitarian reasons,
without promise, expectation, or receipt of compensation for services rendered. An employee may
not volunteer to perform the same, similar, or related duties for Maricopa County that he/she is
normally paid to perform.
. Workweek: A fixed period of 7 consecutive 24 hour days (total of 168 hours) that is used to
determine whether overtime has been worked by a non-exempt employee. Each workweek stands
alone in determining whether overtime has been worked. For most Maricopa County employees,
the workweek begins on Monday at 12:01 am and ends on Sunday at midnight. Certain alternative
work schedules may require the establishment of an alternative workweek for non-exempt
employees.
. Working Title: An informal title given to a position by a department, and approved by Employee
Compensation, to more clearly identify its individual function. For many positions, the Working Title
is the same as the Market Range Title.
V. COMPENSATION PHILOSOPHY
Maricopa County is committed to attracting, retaining, and motivating a talented, engaged, and
diverse workforce within available financial resources so that County citizens can enjoy living in a
safe and healthy environment. The County strives to To provide an internally equitable and
externally competitive total rewards package which includes ( compensation, benefits and paid
leave, work-life balance, performance management and recognition, and development and career
opportunities) within available financial resources to attract, retain, and motivate a talented,
engaged, and diverse workforce so that County citizens can enjoy living in a safe and healthy
environment.
VI. COMPENSATION STRATEGY
Maricopa County’s compensation strategy is performance driven and market based. After initial
placement, movement through a salary range is primarily based on performance and, when
applicable, market adjustments. Performance-based retention increases may be awarded when
financial conditions allow and market adjustments are provided when warranted by job market
conditions.
XXX.VII. REQUIREMENTS FOR CERTAIN EMPLOYEES
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
A. Contract Employees (does not include Independent Contractors): May be offered benefits
as long as they meet the same eligibility requirements of regular employees.
XXX. Elected Officials: The aAnnual salaries of Elected Officials are flat rates that are established
by state statute.Classified Employee: Covered by one of the established sets of Merit System
Rules.
B.
B. Contract Employee: An at-will employee whose terms and conditions of employment are
subject to a written agreement. The written agreement must be in a form approved by Employee
Compensation and the Director of Human Resources, and shall expressly provide that the
contract employee is unclassified (i.e., not covered by the provisions of an otherwise applicable
set of Merit System Rules and may be released from employment for or without cause). Each
contract employee shall at the beginning of each fiscal year execute a form acknowledging their
continued contract employment as herein defined.
C. A contract employee may be offered benefits at the option of the Appointing Authority as long
as the employee meets the same eligibility requirements of classified and unclassified
employees. Contract employees/positions are subject to the provisions of the Maricopa County
Employee Leave Plan and the same fully funded budgetary requirements as regular positions.
D. Employee who Retires from the Arizona State Retirement System (ASRS): An employee
who retires from the Arizona State Retirement System is statutorily limited to the number of
hours he/she may work for the first year following his/her retirement date. If one of these
employees returns to work within that time period, he/she may be offered only part-time benefits,
regardless of the number of hours he/she is scheduled to work, at the option of the Appointing
Authority, while the employee waits for the one year limitation on hours worked to expire. When
the employee meets the ASRS limitation on hours worked, he/she shall revert to meeting the
requirements of all other contract employees as stated above.
E.C. Temporary Employees: Temporary Employees who exceed the work hours below are
required to participate in the Arizona State Retirement System.Must meet one of the following
conditions:
1. Work 20 or more hours per week for up to 19 weeks and less than 20 hours per week for
the remainder of the fiscal year.;
2. Work 20 or more hours per week for less than 20 weeks in a fiscal year.;
3. Work less than 20 hours per week for the entire fiscal year.; or
0. Is not subject to Social Security coverage under Section 218 of the Social Security Act (e.g.,
some student employees).
0. If a temporary employee exceeds any of these work hour standards, the employee will be
required to participate in the Arizona State Retirement System.
0. Temporary employees are not eligible for holiday pay; however, all hours worked by
temporary employees on a Maricopa County observed legal holiday will be paid.
Temporary employees may be eligible for pay increases through the salary advancement
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
process. Temporary employees are not covered by any provisions of any Merit System
Rules.
XXXIV. Unclassified Employee: Generally occupies an executive or policy making position at the highest
level in the organization, including the County Manager, Deputy County Manager, assistant county
managers, department directors, top level policy advisors, and appointed employees as defined
above. Employees who are categorized as temporary or contract are also unclassified. Employee
Compensation determines the appropriate classified or unclassified status.
XXXV. (ELECTED OFFICIALS
The annual salaries of Elected Officials are flat rates that are established by state statute.
XXXVII.VIII. FAIR LABOR STANDARDS ACT (FLSA) COMPLIANCE
All Maricopa County employees are covered by the FLSA except for elected officials and their
personal staff, and policy making appointees, legal advisors, volunteers, independent contractors
and prisoners. Those employees who are not covered by the FLSA are not subject to any provisions
of the Act including minimum wage and overtime requirements. Some employees who are covered
by the FLSA may still be exempt from its requirements (see definition of FLSA Exempt Employee).
A. Overtime: See HR2471 Hours Worked and Overtime Policy (HR2471).
A.B. Minimum Wage: The Fair Labor Standards Act (FLSA) and Arizona’s Minimum Wage
Act (A.R.S. § 23-364 (A)) establish the minimum rate of pay an employee must receive. If the
federal minimum wage differs from Arizona’s minimum wage, departments must comply with
both minimum wage laws by paying at least the higher of the two wages is usedto all employees.
When either the federal minimum wage or Arizona’s minimum wage increases, Employee
Compensation will contact affected departments to ensure they are in compliance with the new
minimum wage. Departments who feel the minimum wage does not apply to a specific situation
(i.e., youth minimum wage) should consult with Employee Compensation prior to making an
offer of employment.
B. Overtime: (See B7006 Hours Worked and Overtime Policy)
C. Youth Employment: The FLSA and Arizona’s youth employment laws (A.R.S. § 23-230 et
seq.) establish the hours youth can work and prohibit certain occupations in which they can be
employed. With limited exemptions, these rules apply to minors under the age of 18. Prior to
hiring any minors under the age of 18, departments must obtain approval from Employee
CompensationHuman Resources who. Employee Compensation will ensure that the hire is
consistent with federal and state youth employment laws.
C. Should approval of hiring a minor be granted, the dDepartments must monitor the work of a
minors until they reach the age of 18 to ensure compliance with thefederal and state FLSA’s
federal youth employment provisions and Arizona’s youth employment laws.
. An employee may not volunteer to perform the same, similar, or related duties for Maricopa County
that he/she is normally paid to perform. Departments should address any concerns they
might have to Employee Compensation. Once a minor reaches 18 years of age, his/her
employment is no longer subject to the federal and state youth employment provisions.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
IX. EMPLOYEE BASE PAYPlacement in Range:
A. Factors Used to Determine Employees’ Salaries
1. Applicable and Quantitative Qualifications: Examples
a) Knowledge, Skills, and Abilities: What employees know and are able to do.
b) Productivity/Proficiency: Goods or services employees produce in a certain amount of
time.
c) Applicable Experience: Current and prior experience at the same level of
responsibility, scope, and relevancy to the position in question. This does not include
lower level experience that helped the applicant qualify for the position.
d) Certification: Must be job related and beneficial to perform the job.
e) Education: Must be job related and beneficial to perform the job.
f) Performance: Demonstrated exceptional proficiency in accomplishing assigned tasks.
2. Internal Equity: Employees’ salaries with similar applicable and quantitative qualifications
need to be considered to ensure pay equity.
3. Midpoint: Offers above midpoint are typically reserved for applicants with significant Applicable
Qualifications that allow them to be experts in their field.
B. Job Offers
1. Below First Quartile: Departments determine offers up to the first quartile and should not
make offers higher than current employees unless the applicant has higher level Applicable
Qualifications. Promotions within the first quartile that are above 5% require approval from
Human Resources, unless the Promotion rate is equal to the minimum of the salary range.
2. Above First Quartile: All job offers above the first quartile of the salary range must be
approved by Human Resources before they can be extended. An offer above the first
quartile of the salary range that is extended without Human Resources’ approval can be
rescinded or reduced to a lower amount.
C. Promotions: When an employee’s current salary is at or above his/her placement within the
promotional position’s salary range, the new salary will be determined as a percentage increase
based on the employee’s new responsibilities while considering internal equity.
D. Demotion: Human Resources must review employees’ salaries who are demoted into lower salary
ranges.
E. Lateral Transfers: Employees transferring to another department within the same or comparable
salary range will typically not receive an increase in salary.
F. Salary Compression: Employees with varied levels of Applicable Qualifications can be paid
similarly.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
G. Market Adjustments: When determining salaries during market adjustments, the larger increases
will be focused on major retention or recruitment issues within the salary range. Typically,
movement will be more aggressive at the lower end of the range as that is where the majority of
the retention and recruitment issues exist. Movement above the midpoint will be less aggressive
and focus more on top performers.
H. Minimum of Salary Range: Employees may be paid below the minimum of a salary range.
I. Executive Salaries: Salary offers for Executives are reviewed by the Board or the County
Manager depending on the reporting relationship and state statutes.
J. The Board must approve any rate that exceeds the maximum of the salary range.
X. SALARY ADVANCEMENTS
A. A Salary Advancement is the only mechanism to increase an employee’s Base Pay Rate other
than through a recruitment process or appointment to a new position.
B. Salary Advancements may be considered for:
1. Board or department funded market adjustments when recruitment or retention issues exist
because of pay disparity with the market.
2. Board approved performance-based pay plans.
3. Additional Board approved increases.
C. Eligibility: Employees must have a rating equivalent to at least a “meets” or “successful” on their
most recent performance evaluation completed within the last 12 months. Until employees who
are not meeting expectations improve their performance to at least a rating equivalent to “meets”
or “successful”, they:
1. Are not eligible for increases.
2. May be paid below the minimum of their assigned range.
3. Will receive any warranted Salary Advancements prospectively after their performance
improves to at least a “meets” or equivalent.
D. Effective Date: The first day of the next pay period following receipt of the request by Human
Resources.
E. Salary Range Maximum: Salary Advancements cannot exceed the position’s salary range
maximum.
F. Funding: Departments must fund Salary Advancements within their existing budget and
demonstrate they do not create future unfunded obligations.
G. Approval: Human Resources will review Salary Advancements for accuracy and compliance
with policy. Salary Advancements may not be approved. As such, it is imperative not to
communicate with employees regarding Salary Advancements until all approvals have been
received.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
H. Reductions: In the event of an error or miscalculation of an approved Salary Advancement, an
employee’s Base Pay Rate may be reduced to the correct Base Pay Rate so long as the correction
is made within six (6) months of the date the error occurred.
XI. (See B7009 Placement in Range PolicySPECIAL WORK ASSIGNMENTS
A. SWAs may be given: (1) to perform the duties of a vacant or temporarily absent position; or (2) to
perform a major project or higher level responsibilities for a defined time.
B. SWAs for vacant or temporarily absent positions:
1. Position must be assigned to a higher level classification than the employee’s current
position.
2. SWA Pay: Up to the amount the employee would receive for a permanent assignment into
the position (cannot exceed the maximum of the higher level position’s salary range). The
higher level responsibilities need to be considered in relation to the employee’s current job.
It may not be appropriate to pay the entire amount if the employee is not taking on the
majority of the duties.
If two (2) or more employees receive a SWA to cover for one position, the SWA Pay will be
divided by the number of employees performing the duties based on the division of duties.
C. SWAs for major projects or higher level responsibilities for a defined time period:
1. Additional duties or projects must be so significant that they would justify the assignment of
the employee’s position to a higher classification.
2. SWA Pay: Ordinarily, may not exceed 5% above the employee’s current base pay.
D. Duration: SWAs must be for a minimum of 30 consecutive calendar days. Ordinarily, SWAs for
temporary assignments to vacant or temporarily absent positions should not extend beyond six
(6) months while SWAs for major projects should not extend beyond the project completion.
SWAs that extend beyond the approved estimated end date require a renewal request approval
or the SWA will end.
E. Selection of Employees: Appointing Authorities must follow a fair and equitable process to select
employees for these assignments. Employees must meet the minimum qualifications for the
assignment.
F. Effective Date: The date the Appointing Authority determines that the employee officially began
the assignment. Whenever possible, SWAs should begin at the beginning of a pay period.
G. Funding: Departments must fund SWAs within their existing budget and demonstrate it does
not create a future unfunded obligation.
H. Returning from SWAs: Departments must end SWAs once they are no longer necessary. A
reduction in, or rescission of, a SWA does not constitute a demotion and is not subject to appeal
to the Merit Commission. Whenever possible, SWAs should end at the beginning of a pay
period.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
I. SWAs vs MPAs: SWAs differ from Management/Professional Assignments (MPAs) in that
SWAs are for shorter, more temporary time frames and are only paid on hours actually worked.
MPAs can be for an indefinite period of time, are for roles that would otherwise typically be
assigned to regular budgeted positions, and are paid during non-work paid hours such as
vacation time and sick leave.
J. Human Resources will review SWAs for accuracy and compliance with this policy. SWAs may
not be approved or may be approved at an amount lower than the amount requested. As such,
it is imperative not to communicate with employees regarding SWAs until they are approved.
XII. MANAGEMENT/PROFESSIONAL ASSIGNMENTS
A. In lieu of promoting employees into higher level budgeted positions, Appointing Authorities may
assign them into non-permanent, higher level management or professional roles where MPA Pay
may be authorized.
B. The Board must approve MPA Pay amounts.
C. Number of MPAs: Determining the number of assignments for a department will follow a process
similar to that used by departments to request a permanent position. A department’s reason for
increasing the number of assignments will be reviewed by Human Resources and the Budget
Office.
D. Selection of Employees: Appointing Authorities must follow a fair and equitable process to select
employees for these assignments. Employees must meet the minimum qualifications for the
assignment.
E. Effective Date: The date the Appointing Authority determines that the employee officially began
the assignment. Whenever possible, MPAs should begin at the beginning of a pay period.
F. Funding: Departments must fund MPA Pay within their existing budget and demonstrate it does
not create a future unfunded obligation.
G. Returning from MPAs: Once a MPA is no longer necessary, the department should end the
MPA immediately. A reduction in, or rescission of, MPA Pay does not constitute a demotion and
is not subject to appeal to the Merit Commission. Whenever possible, MPAs should end at the
beginning of a pay period.
H. MPAs vs SWAs: MPAs differ from special work assignments (SWAs) in that MPAs can be for
an indefinite period of time, are for roles that would otherwise typically be assigned to regular
budgeted positions, and are paid during non-work paid hours such as vacation time and sick
leave. SWAs are for shorter, more temporary time frames and are only paid on hours actually
worked.
XIII. MULTILINGUAL PAY
A. The use of Multilingual Pay is not required. An Appointing Authority may authorize Multilingual
Pay for FLSA Exempt or Non-exempt Employees when a business need is identified for the use
of sign language or the ability to speak, read, or write a language other than English.
B. If Multilingual Pay is authorized by an Appointing Authority, it must be applied consistently to all
similarly-situated employees. Multilingual Pay is subject to rescission at any time, and rescission
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Policy Number: HR2470B7000
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of Multilingual Pay does not constitute a demotion and is not subject to appeal to the Merit
Commission.
C. Rates and Funding: The Board approves Multilingual Pay rates. Departments must fund
Multilingual Pay within their existing budgets and demonstrate it does not create a future
unfunded obligation.
D. Levels of Pay: Multilingual Pay may be authorized at one of two levels: : Associate or Journey.
1. Associate Level - Employees must use multilingual capabilities an average of at least 5%
of their work time and be able to translate and communicate accurately.
2. Journey Level - Employees must use multilingual capabilities an average of at least 25%
of their work time and must pass a multilingual test, with a score of at least 70%. An
employee who fails the test may not retake it for 90 days. An employee must also retake the
test if:
a) The employee has stopped receiving Multilingual Pay for more than a year.
b) The employee leaves the County for more than a year and subsequently returns.
c) The multilingual test is modified.
E. Audit: Prior to authorizing Multilingual Pay for an employee, departments must conduct and
maintain a 10-day, uninterrupted work period audit that demonstrated the requisite level use of
multilingual capabilities. These audits must be performed and submitted to Human Resources:
1. When initially authorizing Multilingual Pay for an employee.
2. Periodically to ensure employees still qualify for Multilingual Pay.
3. When an employee receiving Multilingual Pay is appointed, promoted, or demoted to
another position.
4. When an employee receiving Multilingual Pay leaves County employment and then returns.
F. Effective Dates: The effective date for Associate Level Multilingual Pay is the first day of the
next pay period following a valid 10-day audit. The effective date for the Journey Level Multilingual
Pay is the first day of the next pay period after the employee passes the test.
G. Time Worked Only: Multilingual Pay shall only apply to actual time worked and is not paid on
non-productive time (e.g., sick leave or vacation time).
H. Ending Multilingual Pay: Departments must end Multilingual Pay when multilingual skills are
no longer necessary.
I. Additional Requirements: An Appointing Authority may impose additional limitations or
business-related requirements on the use of Multilingual Pay as long as those requirements do
not conflict with this policy and are applied fairly and consistently in comparable situations.
XIV. RECLASSIFICATIONS
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
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A. Reclassification requests may be initiated by Appointing Authorities or the Human Resources
Department.
B. A position that belongs in a different MRT will be assigned to the appropriate one through (1) a
Reclassification or (2) the creation of a new position.
C. Reclassifications:
1. A Reclassification may be warranted when:
a) The County’s MRTs are modified and the position belongs in another MRT.
b) Significant changes in a position’s duties occur over time.
2. Requests resulting from the following will generally not be considered for a Reclassification:
a) Changes in duties that are within the same scope of responsibility (e.g., a larger
workload).
b) Modifications to duties that are temporary in nature.
c) Assignment of significantly different duties that are not the result of changes over time
(e.g., the immediate addition of duties that should be handled through a selection
process).
d) Assignment of duties for which the employee is receiving a special work assignment.
e) Movement from a Fair Labor Standards Act non-exempt position to an exempt position.
f) Movement from a non-supervisory position to a supervisory position.
g) Movement to MRTs where the incumbents do not meet the minimum qualifications.
3. Reclassifications should not be used as a mechanism to increase employees’ pay; rather, they
should be used to ensure positions are assigned to the appropriate MRTs based on duties.
Reclassifications are not demotions or Promotions nor are they used as a disciplinary action
or incentive. Reclassifications do not warrant a new probationary period.
4. Effective Date: The first day of the next pay period following approval.
D. Creation of New Positions:
1. An immediate addition of significantly different duties to an existing position may warrant the
creation of a new position, resulting in a reassignment of duties through a selection process.
2. A new position will not be considered when staffing levels do not support the creation of the
position or the department cannot fund the position on an annual basis within its existing
budget.
E. Human Resources will review each request for accuracy and compliance with County MRTs.)The
base pay rate of a classified employee who is reassigned per the Maricopa County Employee
Merit Rules shall be at the same pay rate received prior to the reassignment. (See Maricopa
County Employee Merit Rule 8.03)
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Policy Number: HR2470B7000
Policy Title:
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Current Adoption Date: 201909-09-
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.
XV. PREMIUM PAY RATES
Human Resources monitors Premium Pay rates and recommends changes to the Board when
adjustments are needed. For FLSA Non-exempt Employees, Premium Pay is included in the
calculation of Overtime. See Maricopa County Premium Pay Rates and Standby and Callback Pay
HR2471 in Hours Worked and Overtime Policy (HR2471).
. New Employee Entrance Salary
. Upon initial employment or reemployment in a classified, unclassified, contract, or temporary
position, each employee shall be assigned to a position with an established Market Range Title.
The entrance salary for classified, unclassified, contract, and temporary employees must follow the
County’s placement in range policy, be within the advertised hiring range, not exceed the budgeted
rate of pay for the position, and cannot create inequities with current staff. Employee Compensation
must approve all salaries above the minimum of the range before job offers can be extended by
Appointing Authorities. (See B7009 Placement in Range Policy)
. Salary When Changing Positions and/or Market Range Titles
. The base pay rate for classified, unclassified, contract, and temporary employees who change
positions and/or Market Range Titles must follow the County’s placement in range policy, be within
the advertised hiring range, not exceed the budgeted rate of pay for the position, and cannot create
inequities with current staff. Employee Compensation must approve all salaries above the
minimum of the range before job offers can be extended by Appointing Authorities. (See B7009
Placement in Range Policy)
. Promotions and Appointments: The salary offered through a promotional process or
appointment to an unclassified position must follow the guidelines outlined above. At the discretion
of the Appointing Authority, an offer may be extended below the current salary of the employee
who applied for the position but cannot be less than the minimum of the market range for the
position’s Market Range Title.
. Lateral Appointments and Transfers: Unless otherwise approved by Employee
Compensation, the pay rate of a classified, unclassified, contract, and temporary employee who
is competitively or non-competitively assigned or transferred to another position within the same
Market Range Title, or another Market Range Title with an equivalent market range, shall not
exceed the employee’s same pay rate received prior to this action.
. Reduction in Pay (Demotion): An employee’s new base pay rate as the result of a demotion will
be determined by Employee Compensation based on each individual situation/circumstance
considering, but not limited to, the following factors: employee’s direct experience, base pay rate
prior to promotion, internal equity, scope of responsibilities of demoted job in relation to current job,
budgeted rate of pay for new position, and any other criteria indentified as appropriate to the
specific situation.
. Unsatisfactory Promotional Probation Period: Promotional probation will only occur following an
announced recruitment for a classified position. An employee who fails to satisfactorily complete a
promotional probationary period and who is returned to his/her previous position shall receive the
same base pay rate received prior to the promotion plus any market or general rate increases
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
which occurred subsequent to the promotion that would have been applicable to the employee. If
the employee is demoted to another position, his/her base pay rate shall be reduced to an amount
within the established market range of that position, approved by Employee Compensation, and at
or below the budgeted rate of pay of the position the employee will occupy.
. Involuntary Demotion: The base pay rate of an employee who has been demoted following formal
disciplinary action may be reduced. The new base pay rate must be within the approved market
range, approved by Employee Compensation, and at or below the budgeted rate of pay for the
position.
. Voluntary Demotion: Any pay reduction as a result of a voluntary demotion must be agreed to in
writing between the Appointing Authority and the employee. The base pay rate must be within the
approved market range, approved by Employee Compensation, and at or below the budgeted rate
of pay for the position. If the voluntary demotion is the result of an announced recruitment process,
the salary offered must follow the County’s placement in range policy, be within the advertised
hiring range, not exceed the budgeted rate of pay for the position, and cannot create inequities
with current staff. Employee Compensation must approve all salaries above the minimum of the
range before job offers can be extended by Appointing Authorities.
. Market Study Review and Adjustment: (See B7003 Market Range Title Review and
Adjustment Policy)
. Pay for Reassignments: The base pay rate of a classified employee who is reassigned per
the Maricopa County Employee Merit Rules shall be at the same pay rate received prior to the
reassignment. (See Maricopa County Employee Merit Rule 8.03)
XVI. ADDITIONAL COMPENSATION AND TOTAL REWARDS
A. Executive Compensation Packages: The Board may establish Executive Compensation
Packages (ECPs) for seniortop management positions at a level equivalent to department
deputy director or above. See HR2415 the Employee Leave Policy (HR2415) for additional
leave granted under ECPs.
B. Recognition Rewards: Appointing Authorities may provide employees with plaques, certificates
of achievement, pins, and similar nominally priced items as recognition rewards.
C. Departments may pay for licensures, certifications, memberships, classes, conferences, or other
trainings.
XVII. SEVERANCE PAY
Under limited circumstances, Appointing Authorities may request approval of Severance Pay for
employees separating from employment where it is appropriate to obtain a Release of Claims. An
employee may not receive Severance Pay without signing a Severance Agreement.
A. Severance Agreement Justification – Should Contain:
1. Business reason for offering a Severance Agreement in exchange for a Release of Claims.
2. Total amount of Severance Pay or tangible benefit.
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Policy Number: HR2470B7000
Policy Title:
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3. Verification from the Budget Office of available funding to cover the Severance Pay or tangible
benefit.
4. Basis upon which the amount of Severance Pay or tangible benefit was calculated.
B. Approval Process
1. Appointing Authorities must work with Legal Counsel and the HR Director throughout every
step of the approval process.
2. Appointed departments’ Appointing Authorities must notify their Deputy/Assistant County
Manager of proposed Severance Agreements as soon as the decision to request such an
action has been made.
Appointing Authorities should consult with the HR Director and submit Severance Agreements
and justification for such agreements to Legal Counsel for review.
3. After legal review, Elected Offices’ Appointing Authorities and Appointed Department
Deputy/Assistant County Managers should review the Severance Agreements and requests
with the County Manager.
4. Final approval of Severance Pay is contingent upon Board approval.
LII. EXECUTIVE COMPENSATION PACKAGES
The Board may establish Executive Compensation Packages (ECPs) for top management positions
at a level equivalent to department deputy director or above.
The County Manager or designee may approve ECPs that adjusts classified, unclassified, and contract
employees’ leave bank(s) and/or classified and unclassified employees’ accrual rates as part of a total
rewards package for top management positions that are equivalent to department deputy director or
above. ECPs granting additional paid leave shall not exceed 80 hours of vacation time, 80 hours of
sick leave, and/or a leave accrual rate of 6.90 hours per pay period of vacation time and 2.3 hours of
sick leave per pay period for classified employees; 4.6 hours of sick leave per pay period for
unclassified employees.
Unclassified and classified recipients of additional vacation leave and/or accrual rates via an ECP will
only be paid out for unused vacation time after completing at least twelve (12) months of continuous
employment at the County. Contract employees are not eligible for any vacation payout upon
termination of the contract.
LEAVE ADJUSTMENT INCENTIVES
The County Manager or designee may approve adjustments to classified, unclassified, and contract
employees’ leave banks and/or classified and unclassified employees’ accrual rates as part of a total
rewards package when necessary to retain or fill critical and difficult to fill positions. Departments must
show how the position is critical and difficult to fill. Additional paid leave shall not exceed 80 hours of
vacation time, 80 hours of sick leave, and/or a leave accrual rate of 6.90 hours per pay period of
vacation time and 2.3 hours of sick leave per pay period for classified employees; 4.6 hours of sick
leave per pay period for unclassified employees.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
Unclassified and classified recipients of additional vacation leave and/or accrual rates via a Leave
Adjustment Incentive will only be paid out for unused vacation time after completing at least twelve
(12) months of continuous employment at the County. Contract employees are not eligible for any
vacation payout upon termination of the contract.
PERMANENT SALARY ADJUSTMENTS
Salary increases must be budgeted in the current fiscal year, shall be subject to the department’s ability
to demonstrate the availability of sufficient funds for the next fiscal year’s budget, and be consistent
with Maricopa County’s long-range financial plans. The salary adjustment may not exceed either the
maximum of the established market range or the budgeted rate of pay for the specific position and
cannot create inequities with current staff.
Salary Advancement: A salary advancement is the only mechanism to increase an employee’s base
pay rate other than through a recruitment process or appointment to an unclassified position with a
different position control number. All salary advancements must be analyzed and approved by
Employee Compensation. (See B7002 Salary Advancement Policy)
Pay Reduction (Non-Merit Systems Employee): The base pay rate of a temporary, contract, or other
unclassified employee may, subject to Board approval, be reduced.
Career Path: An Appointing Authority, with the approval of Employee Compensation and the Board,
may adopt a formal plan that establishes a career enhancement and advancement strategy for
specifically identified functional areas and/or Market Range Titles. Each plan shall establish specific
criteria for salary advancement and movement along and within the career path, and may provide
separate, clearly defined paths for professional growth and for management functions, and may utilize
peer or client/customer review committees. All salary adjustments made in accordance with a career
path must follow the County’s salary advancement policy.
A career path may also include a provision for a separate management career path. A
management career path for certain identified professional work groups may utilize
management/professional assignments and management/professional assignment pay in lieu of
permanent positions. Professional work groups that could be considered for management/professional
assignment pay typically fall within the definition of “professional” employment under the FLSA.
Examples of professions which may be considered for career path plans are attorneys, engineers,
information technology, and nurses. All career paths which call for the use of management/professional
assignment pay must be approved by the Board.
PREMIUM PAY
The Board, upon the recommendation of Employee Compensation, may authorize the payment of
different types of premium pay (i.e., management/professional assignment pay, special work
assignment pay, differential pay, multilingual pay, standby pay and call back pay). Premium pay is not
required and is non-permanent pay. Application of premium pay shall be made at the discretion of the
Appointing Authority, with the concurrence of Employee Compensation, to all similarly-situated
employees. A reduction in, or rescission of, premium pay does not constitute a demotion and is not
subject to appeal to the Merit Commission. For non-exempt employees, premium pay must be included
in the calculation of overtime.
When market or industry standards warrant it, the Board, upon the recommendation of Employee
Compensation, may authorize a schedule of premium pay for certain employees. Employee
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Policy Number: HR2470B7000
Policy Title:
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Current Adoption Date: 201909-09-
20159
Compensation shall monitor all premium pay rates, conduct reviews as needed, and make
recommendations to the Board when adjustments are needed.
Management/Professional Assignment: With the approval of the Board, a career path may provide
for non-permanent assignments to a management/professional role, which may be accompanied by a
temporary amount of additional pay (“management/professional assignment pay”). Upon the
conclusion of the management/professional assignment, the additional pay will end. A reduction in, or
rescission of, management/professional assignment pay does not constitute a demotion and is not
subject to appeal to the Merit Commission.
A management/professional assignment differs from a special work assignment in that a
management/professional assignment is limited to career path plans approved by the Board, can be
for an indefinite period of time, and does not require renewal at the beginning of each fiscal year.
Employees may not receive a management/professional assignment at the same time they are
receiving a special work assignment and may not receive more than one management/professional
assignment at any given time.
Special Work Assignment: (See B7001 Special Work Assignment Policy)
Differential Pay: (See B7004 Pay Differentials Policy)
Multilingual Pay: (See B7005 Multilingual Pay Policy)
Standby Pay: (See B7006 Hours Worked and Overtime Policy)
Callback Pay: (See B7006 Hours Worked and Overtime Policy)
Management Incentive Pay: (See B7007 Management Incentive Pay Policy)
ALTERNATIVE COMPENSATION
The Board, upon the recommendation of Employee Compensation, may approve a plan for an
alternative method of compensation, such as piece rate or production pay, when the specific
circumstances indicate that there will be an ultimate benefit to Maricopa County to have such a plan in
place. Such plans must be clearly defined and well documented.
TUITION REIMBURSEMENT
Subject to the availability of appropriated funds for such purposes, the County Manager may adopt a
tuition reimbursement program. (See HR2430 Education Assistance Policy)
LXXXI. RECOGNITION REWARDS
The Board may approve a recognition rewards program. In addition, Appointing Authorities may
provide employees with plaques, certificates of achievement, pins, and similar nominally priced, non-
monetary items as recognition for exemplary performance, attendance, and/or other types of job-
related achievements.
LXXXIII. Employee Gainsharing Program: (See B7008 Employee Gainsharing Policy)
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Policy Number: HR2470B7000
Policy Title:
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Current Adoption Date: 201909-09-
20159
LXXXIV.XVIII. SEPARATIONS
LXXXIV. In addition to any wages due at the time the employee (not including contract or
temporary employees) is separated from Maricopa County service, the employee shall
be paid at the employee’s regular base pay rate (premium pay and other similar pay
shall not be used to calculate the base pay) for all accrued vacation time hours if the
employee has completed at least 6 months of continuous eligible employment.
B.A. An eEmployees who is officially retireing from Maricopa County under an approved Arizona
State retirement plan, as verified by the applicable retirement system and will receive a pension
under one of the state retirement systems, and who at the time of retirement havehas accumulated
a minimum of 1,000 hours or more of sick leave, are is eligible to receive a $10,000 tax free
contribution to fund an investment account for the payment of post employmentpost-employment
qualified medical expenses.
C. An employee who is involuntarily separated may be eligible to receive severance pay, contingent
upon Board approval. (See HR2423 Severance Pay for Release of Claims)
D. No other payments are allowed absent express Board approval.
E.B. Wages and vacation time hours may be paid to the heir, beneficiary or estate of a deceased
employee upon the receipt and approval of appropriate authorizing documentation.
LXXXV.XIX. Employees who turn in their resignation from County employment, shall not be allowed to “burn off”
their vacation time by extending their last day of employment through the use of vacation time or sick
leaveThe County Manager or designee may approve administrative exceptions to this Policy that are
consistent with the intent of the Policy.
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Policy Number: HR2470B7000
Policy Title:
COMPENSATION POLICY 08-21-
Current Adoption Date: 201909-09-
20159
Revision History
Version Revision Description of Revision
Date
1 06/09/1997 Initial version (C-31-97-013-8-01)
2 11/30/1998 Established 228 pay grades (C-31-99-027-6-00)
3 12/16/1998 Made technical corrections (C-31-99-028-6-00)
4 02/03/1999 Modified premium pay section and promotion timing (C-31-99-034-6-00)
5 07/26/2000 Exempted Chief Deputies of Elected Officials (C-31-01-003-6-00)
Defined “Appointed Employee” and established Compensation Review Committee
6 08/09/2000
for salary advancements over 10% in a 12 month period (C-31-01-007-6-00)
Changed Post Employment Health Plan from $3,000 to $10,000 (C-35-07-011-6-
7 12/20/2006
00)
8 12/15/2010 Major revision to entire policy (C-49-11-036-6-00)
9 09/28/2015 Revised ECP language and added Leave Adjustment Incentive (C-31-16-002-6-00)
Renumber to HR2470. Remove outdated language, update definitions, rearrange
policy language for consistency with the current policy format, added compensation
philosophy and strategy, eliminated the return-to-work retiree part-time benefit
10 08/21/2019 exception, and combine language from other HR policies HR2473 Employee Pay,
HR2474 Salary Advancement, HR2475 Special Work Assignment, HR2476
Management/Professional Assignments, HR2477 Multilingual Pay, HR2478
Reclassification, and HR2423 Severance Pay. (C-31-16-002-6-01)
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