SPECIAL WORK ASSIGNMENT POLICY 06-27-2018.PDF

MARICOPA COUNTY INTERNAL POLICY
Policy Title: Policy Number: HR2475
SPECIAL WORK ASSIGNMENT
Current Adoption Date: 06-27-2018
Current Implementation Date: 06-27-2018
Approved by: Board Agenda Number: C-31-18-054-6-00
BOARD OF SUPERVISORS
Original Adoption Date: 03-01-2006
I. PURPOSE
To provide a mechanism under which special work assignments (SWAs) may be used.
II. AUTHORITY
This Policy is authorized by the Board of Supervisors pursuant to A.R.S.§11-251.
III. APPLICATION
This policy applies to all Maricopa County elected offices and appointed departments as well as the Flood Control
District, the Library District, and the Stadium District. This includes all full and part-time probationary, contract,
classified, unclassified, and temporary employees.
IV. DEFINITIONS
A. Appointing Authority: An elected official, the single administrative or executive head of a department, or the
designated representative authorized to act in this capacity.
B. 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.
V. POLICY
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 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 or more employees receive an 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, SWA Pay for major projects 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
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Policy Title: Policy Number: HR2475
SPECIAL WORK ASSIGNMENT
Current Adoption Date: 06-27-2018
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, an 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.
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 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.
K. The County Manager or designee may approve exceptions to this policy that are consistent with the intent
of the policy.
Revision History
Version Revision Date Description of Revision
1 03-01-2006 Initial version
2 12-15-2010 Updated and clarified language (C-49-11-035-6-00)
Updated and simplified policy, changed the number from B7001, eliminated the
3 06-27-2018
FY renewal clause, and made temporary employees eligible. (C-31-18-054-6-00)
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