Open Door Policy and Problem Resolution

IPG will always attempt to maintain and preserve a good working environment.  Of course, there will be occasions when problems and complaints arise.  It is important that these problems and complaints be discussed so they can be resolved.  All management personnel are willing and anxious to meet with employees concerning any questions, problems or suggestions.  Most problems should be able to be addressed by the employee’s supervisor.

If the problem is not resolved by the supervisor, the employee should follow the chain of command until reaching the Department Director.  If resolution is still not reached or if the employee is uncomfortable presenting their comments to their supervisor or manager they may speak with the Director of Human Resources.  If the problem still exists, the employee should address the Chief Administrative Officer, and ultimately the Parish President.

For concerns regarding adverse employment actions, see the policy regarding “Problem Resolution and Rights of Appeal” on page 29.

Employment Status and Records 

Introductory Period

The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations.  IPG uses this period to evaluate employee capabilities, work habits, and overall performance.  The introductory period is not intended to, nor does it create a contract for a specified period of time.

All new, rehired, transferred, and promoted employees work on an introductory basis for the first 6 months after their date of hire, rehire, transfer, or promotion.  If IPG management determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a specified period to be determined by the appropriate department head.   After a newly hired employee successfully completes the initial introductory period, he or she shall advance to the next step on the parish’s pay scale (ORDINANCE IPC #106-00).  Headstart personnel shall receive incentive awards only when funding is available.

Access to Personnel Files

IPG maintains a personnel file on each employee.  The personnel file includes such information as the employee’s job application, resume, records of training, disciplinary reports, documentation of performance appraisals and salary increases, and other employment records.

Personnel files are the property of IPG, and access to the information they contain is tightly controlled.  Generally, only supervisors and management personnel of IPG who have a legitimate reason to review information in a file are allowed to do so.  

Public records laws do apply to personnel files of IPG employees.  However, IPG will not release an employee’s unlisted telephone number, medical records, personnel evaluation or performance records.  Employees who wish to protect their personal telephone number and address from release should make a formal request in writing, which shall be maintained in their employee file.

Employees who wish to review their own file should contact the Director of Human Resources.  With reasonable advance notice, employees may review their own personnel files in IPG’s offices and in the presence of the Director of Human Resources, or the Head Start Center’s Site Supervisor or the Headstart Personnel Specialist.

Medical data is maintained in a separate file only accessible to Human Resources Department personnel.

Employment Reference Checks

To ensure that individuals who join IPG are well qualified and have strong potential to be productive and successful, it is the policy of IPG to check the employment references of applicants. 

IPG also receives requests for reference checks and verification of employment for its employees.  The Human Resources Department will respond to those reference check inquiries that are submitted.  Responses to such inquiries will confirm only dates of employment, wage rates, and position(s) held.  All requests for verification of employment (reference checks) shall be directed to the Human Resources Department.  No other employee is authorized to release employment data.

Personnel Data Changes

It is the responsibility of each employee to promptly notify their supervisor or the Human Resources Department of any changes in personal data.  Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, educational accomplishments, job related awards and commendations, and other such status reports should be accurate and current at all times.

Employment Applications

Employment applications must be obtained from and returned to the Human Resources Department. Applicants will complete the employment application in IPG administrative office whenever possible. Employment applications should not be removed from IPG’s office by any employee or applicant without the express permission of the Director of Human Resources.

IPG relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment.  Any misrepresentations, falsifications, or material omissions of any of this information or data may result in IPG’s exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.

Job Descriptions

Job descriptions are written for each position within the Parish and serve as a guide for duties that the employee should generally perform along with position qualifications.  Job descriptions are maintained by the Human Resources Department.  All job descriptions are  subject to change at any time as the public service may allow or require.  Employees are required to sign their job description. In addition, employees may be required from time to time to perform work outside of the scope of the normal duties listed on their job description.  Refusal to follow a supervisor’s instructions shall be construed as “insubordination” and may result in disciplinary action up to and including termination of employment.

Performance Evaluation

Supervisors and employees are strongly encouraged to discuss job performance and goals.  Additional formal performance evaluations are conducted to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.  Merit-based pay adjustments are awarded by IPG in an effort to recognize truly superior employee performance.  The decision to award such an adjustment is dependent upon numerous factors, including the information documented by this formal performance evaluation process, the financial status of the Parish, and other factors, which may affect Parish operations.

Performance evaluations should be conducted upon the following occasions:

1. By the end of the first 180 days of employment for a newly hired, transferred, or promoted employee, or one who is assigned to a new supervisor.

2.  At least 30 days before the annual salary review or the anniversary date of employment.

3.  By the end of 90 days of the employee’s placement in a probationary status due to performance problems.

4.  When a reduction in staff is necessary.

Performance evaluations may also be conducted at other times as directed by the Parish President.

While the performance evaluation is one of the factors considered in awarding merit pay increases, the conducting of the appraisal does not guarantee a pay increase.

Pay Plan

The Pay Classification Plan defines a pay range for each position based upon its job description.  A minimum and maximum pay is defined for each pay range.  Changes in the job description for any given job may result in reassignment to a new pay range.

The minimum and maximum pay ranges defined in the Parish’s current Pay Classification Plan will remain in effect with the adoption of this Personnel Policy Handbook.  This Pay Classification Plan shall be maintained by the Director of Human Resources and may be modified from time to time based upon internal and external pay data.

The step increments defined in the Pay Range Chart promulgated and dated March 1997, are without effect.

Timekeeping

Accurately recording time worked is the responsibility of every nonexempt employee.  Federal and state laws require IPG to keep an accurate record of time worked in order to calculate employee pay and benefits.  Time worked is all the time actually spent on the job performing assigned duties. 

Nonexempt employees should accurately record the time they begin and end their work, as well as the beginning and ending time of each meal period.  They should also record the beginning and ending time of any split shift or departure from work for personal reasons.  Overtime work (more than 40 hours in one week) must always be approved by the Department Head before it is performed.  Any absences or missed punches must be reported to Payroll before the close of the pay period.

Employee’s who are required to punch a time clock will be issued a bar coded card to be used for that purpose.  Employee’s are responsible for these cards and will be charged a fee if the card is lost or damaged.

Altering, falsifying, tampering with time records, recording time on another employee’s time record, or failing to obtain prior approval for overtime work may result in disciplinary action, up to and including termination of employment.

It is the employee’s responsibility to sign their time records to certify the accuracy of all time recorded.  The supervisor will also review and sign the time record before submitting it for payroll processing.

Bulletin Boards

IPG maintains bulletin boards to communicate Parish information to employees and to post notices required by law.  These bulletin boards are strictly for the posting of Parish information and notices and only persons designated by the Director of Human Resources may place notices on or take down material from the bulletin boards.  IPG bulletin boards are not for employee use to post solicitations or other unapproved personal or business messages. The unauthorized posting of notices, photographs, or other printed or written materials on bulletin boards or any other Parish property is prohibited.

Employee Benefit Programs

Workers’ Compensation Insurance

IPG provides a comprehensive workers’ compensation insurance program at no cost to employees.  This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment.  Subject to applicable legal requirements, workers’ compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.

Employees who sustain work-related injuries or illnesses should inform their supervisor immediately.  No matter how minor an on the job injury may appear, it must be reported immediately.  This will enable an eligible employee to qualify for coverage as quickly as possible.

IPG will vigorously defend any misrepresentation or fraudulent claims presented to IPG or our insurance carrier.

Sick Leave

Paid sick leave is a gratuitous benefit of employment provided to eligible employees for periods of temporary absence due to the employee’s personal illness or injury or the illness or injury of the employee’s spouse, child or parent.  Sick leave may not be used for vacation time or any purpose other than the employee’s illness or injury or that of the employee’s spouse, child or parent.

New employees are awarded 40 hours of paid sick leave following one year of employment. Subsequent paid sick leave is granted on January 1 of following years according to the schedule below:

        Length of Service Hours of Paid Sick Leave

         1 year 40 hours

  2 or more years 80 hours

Employees of the Iberville Parish Headstart Program are awarded sick leave according to the following schedule:

 (NOTE:  Headstart Main Office Staff observe the IPG schedule above.)

Length of Service Hours of Paid Sick Leave

  1 or more years               40 hour

Employees who are unable to report to work due to illness or injury should notify their direct supervisor before the scheduled start of their workday.  The direct supervisor must also be contacted on each additional day of absence.  Sick leave will only be paid for absences due to illness or injury that are “excused” by the supervisor and department director.  If an employee is absent for three or more consecutive workdays due to illness or injury, a physician’s verification may be required to verify the illness or injury and to determine the expected length of incapacity.  A physician’s verification may also be required if the employee’s absences exhibit a pattern, or if the supervisor otherwise suspects an employee may be abusing sick leave.  Verification forms are available in the Human Resources Department.

As an additional condition of eligibility for sick leave benefits, an employee on an extended absence must apply for any other available compensation and benefits, such as workers’ compensation or short or long-term disability benefits.  Sick leave benefits will be used to supplement any payments that an employee is eligible to receive from state, private or other disability insurance, workers’ compensation or employer provided disability insurance programs.  The combination of any such disability payments and sick leave benefits cannot exceed the employee’s normal weekly earnings.

Paid sick leave benefits will be calculated based on the employee’s base pay rate at the time of the absence.  Sick leave hours may be accumulated.  However, because sick leave is a gratuitous benefit of employment, which does not accrue as a wage, sick leave will not be paid out upon an employee’s termination or resignation. 

Employees who retire under the Parochial Retirement System will be paid for accumulated sick leave up to a maximum of 360 hours.  Additionally employees retiring through the Parochial Retirement System may be allowed to apply the balance of their unused sick leave towards retirement service credit according to the rules set forth by the Parochial Retirement System. 

Any and all sick leave accumulated by an IPG employee under previous sick leave policies will not be lost upon the effective date of this policy.  Employees will be allowed to use those sick leave hours and carry them forward in accordance with the terms of this new sick leave policy.

Vacation

Paid vacation is a gratuitous benefit of employment with Iberville Parish.  Vacation time may not be accumulated.  In addition, because vacation time is a gratuitous benefit of employment that does not accrue as a wage, vacation leave will not be paid out upon an employee’s resignation or termination. Vacation time is awarded to hourly and salaried employees who regularly work 35 or more hours per week.

New employees are awarded 40 hours of vacation following one year of employment.  Subsequent vacation is granted on January 1 of following years according to the schedule below:

Length of Service Hours of Paid Vacation

1 year 40 hours

2 - 9 years 80 hours

10 - 14 years 120 hours

15 or more years 160 hours

Employees of the Iberville Parish Headstart Program are awarded sick leave according to the following schedule:

 (NOTE:  Headstart Main Office Staff observe the IPG schedule above.)

Length of Service Hours of Paid Sick Leave

1 or more years               40 hours

Vacation requests must be submitted on the appropriate form to your supervisor at least one week in advance.  Only in emergency situations will vacation time be approved when the request is made less than one week in advance.  Each request will be considered on a first-come, first-served basis.  Availability of vacation time will be based on staffing needs and requests for leave that have already been submitted in your department.

Any and all vacation time held by an employee at the effective date of this policy will not be lost.  Each employee will have the opportunity to use those banked hours as necessary and carry forward any remaining banked vacation time.  Employees will not be permitted to carry forward hours granted under the vacation policy set forth above.  Only banked hours existing prior to the institution of this policy may be carried forward.

Bereavement Leave

Employees who wish to take time off due to the death of an immediate family member should notify their supervisor immediately.  Three (3) days off with pay will be granted to allow the employee to attend the funeral and make any necessary arrangements associated with the death.  Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements.

IPG defines “immediate family” as the employee’s spouse, parent, child, sibling; the employee’s spouse’s parent, child, or sibling; the employee’s child’s spouse; grandparents or grandchildren.

Jury Duty

IPG encourages employees to fulfill their civic responsibilities by serving jury duty when required.  Employees must show the jury duty summons to their supervisor as soon as possible so that the supervisor may arrange to accommodate the absence. 

Jury duty pay will be calculated on the employee’s base pay rate times the number of hours the employee would otherwise have worked on the day(s) of the absence.

Employees on jury duty leave are expected to report for work for partial or full days whenever the court schedule permits.

Family and Medical Leave

IPG provides leaves of absence to eligible employees who are temporarily unable to work due to a serious health condition or to fulfill family obligations relating directly to childbirth, adoption, or placement of a foster child; or to care for a child, spouse or parent with a serious health condition.  For purposes of this policy, serious health conditions means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility; continuing treatment by a health care provider; and periods of temporary incapacity associated with pregnancy, childbirth, and related medical conditions. 

Employees who have completed 1250 or more hours of service in the past 12 month period are eligible to request family or medical leave as described in this policy.

Employees are required to use their available vacation before taking an unpaid leave of absence for any of the reasons listed above.  Additionally, employees are required to utilize any available sick leave or disability leave before taking an unpaid leave of absence to care for a family member with a serious health condition or for the employee’s own health condition.  Available vacation and sick leave are in lieu of, and not in addition to, the unpaid twelve weeks of leave under this section.  For example, an employee with six weeks of available sick leave must exhaust those six weeks first and will then have an additional six weeks (not an additional twelve weeks) of unpaid leave under this section.

IPG will use a rolling twelve-month period to determine an employee’s available leave under this section.  Thus, the amount of leave to which an employee is eligible to take at any given time is to be determined by the amount of leave which the employee may already have used during the twelve months immediately preceding the leave.

Eligible employees should make requests for family or medical leave to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events.

A health care provider’s statement must be submitted verifying the need for the leave and its beginning and expected ending dates.  Any changes in this information must promptly be reported to IPG.  Employees returning from medical leave must submit a health care provider’s verification of their fitness to return to work.

Eligible employees may request up to a maximum of 12 weeks of leave within any 12-month period. Any combination of family leave and medical leave may not exceed this maximum limit.  If this initial period of absence proves insufficient, consideration will be given to a written request for a single extension of no more than 30 calendar days.  Married employee couples may be restricted to a combined total of 12 weeks leave within any 12-month period

for childbirth, adoption, or placement of a foster child; or to care for a parent with a serious health condition.

Employees who sustain work related injuries are eligible for a medical leave of absence for the period of incapacity in accordance with all applicable laws covering occupational injuries.  Such a leave covered under workers’ compensation shall run concurrently with family and medical leave.

So that an employee’s return to work can be properly scheduled, an employee on medical leave is requested to provide their supervisor with at least two weeks advance notice of the date the employee intends to return to work.  When a family or medical leave ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.

If an employee fails to report to work promptly at the end of the leave, IPG will assume that the employee has resigned.

While an employee is on family and medical leave, the Parish will continue to pay premiums for the employee’s basic life and health insurance coverage.  However, the employee will be fully responsible for submitting payments for any dependent coverage or other benefits paid through payroll deduction.  Failure to promptly pay these premiums will result in cancellation of the unpaid coverage.  If the employee does not return to work following family and medical leave for any reason other than the employee’s inability to perform the job due to continued illness or injury, the employee shall be required to reimburse the Parish for any premiums paid by IPG on the employee’s behalf

Military Leave

A military leave of absence will be granted to employees, except those occupying temporary positions, to attend scheduled drills or training or if called to active duty with the U.S. armed services.

IPG will compensate regular full time employees while on Reserve Training for up to 15 calendar days in one calendar year.  The amount paid shall be the difference between the employee’s regular pay (excluding overtime and any other special compensation) and the amount of military pay.

Employees on two-week active duty training assignments or inactive duty training drills are required to return to work for the first regularly scheduled shift after the end of training, allowing reasonable travel time.  Employees on longer military leave must apply for reinstatement in accordance with all applicable state and federal laws. 

Every reasonable effort will be made to return eligible employees to their previous position or a comparable one.  They will be treated as though they were continuously employed for the purposes of determining benefits based on length of service, such as job seniority

Other Leave

An employee may be granted a leave of absence for up to one (1) year upon recommendation of the Department Head and approval of the Parish President for reasons not listed in the above policies.

Credit Union

Employees are eligible for membership in the Iberville Federal Credit Union, located at 57920 Fort Street in Plaquemine.  The credit union offers checking accounts, savings accounts, loans, and other financial services.  Their telephone number is 687-4836.

Paid Holidays

All full time employees shall receive eight (8) hours of pay at their regular rate of pay for the following holidays on which IPG’s offices will be closed:

Regular IPG Staff Headstart Main Office Staff

New Year’s Day New Year’s Day

            Martin Luther King, Jr.                                                Martin Luther King, Jr.

            President’s Day                                    Monday preceding Mardi Gras

            Mardi Gras Day                                    Mardi Gras Day

            Good Friday                                                Good Friday

            Memorial Day                                                Easter Monday

            Independence Day                                    Independence Day           

            Labor Day                                                Labor Day

            Veteran’s Day                                                Thanksgiving (Wed, Thurs, Fri)

            Thanksgiving (Thurs, Fri)                        Christmas Eve

            Christmas Eve                                                Christmas Day

            Christmas Day

Headstart Center and support staff observe holidays set by the Iberville Parish School Board calendar.

When a holiday falls on a Saturday, the preceding Friday shall be observed.  If a holiday falls on a Sunday, the following Monday shall be observed.  In order to be eligible for Holiday Pay employees must work their scheduled workday before and after the holiday, or be on scheduled, paid vacation or approved sick leave.  In addition, employees will not receive holiday pay if their absence on the workday immediately preceding or following the holiday is unexcused or the employee does not draw a paycheck during the pay period in which the holiday falls.

Employees who are required to work on a holiday shall be compensated one and one half times their regular hourly rate for hours worked, and they will also receive the eight (8) hours of holiday pay.

 Health Insurance

IPG provides health insurance for all eligible full time employees.  IPG pays 100% of the premiums. Coverage begins on the 1^st day of the month following 30 days of employment.  Dependent health Insurance is available and premiums are the responsibility of the employee.

Life Insurance

IPG provides each eligible employee with a $15,000 life insurance policy.  IPG pays 100% of the premiums.  Dependent life insurance is available for a nominal monthly premium.

 Short Term/Long Term Disability Insurance

IPG provides each eligible employee with short term and long-term disability coverage at no cost.  This provides salary continuation in the event of a serious illness or injury.  Eligible employees’ would begin receiving 60% of their salary following a 30-day elimination period.

Benefits Continuation

The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified beneficiaries the opportunity to continue health insurance coverage under IPG’s health plan when a “qualifying event” would normally result in the loss of eligibility.  Some common qualifying events are resignation, termination of employment, or death of an employee; a reduction in an employee’s hours or a leave of absence; an employee’s divorce or legal separation; and a dependent child no longer meeting eligibility requirements.

Under COBRA, the employee or beneficiary pays the full cost of coverage at IPG’s group rates plus an administration fee of 2%.  IPG provides each eligible employee with a written notice describing rights granted under COBRA when the employee becomes eligible for coverage under IPG’s health insurance plan.  The notice contains important information about the employee’s rights and obligations.

Working Conditions

Safety

To assist in providing a safe and healthful environment for employees and the general public, IPG has established a workplace safety program.  This program is a top priority for IPG.  The Safety Department has responsibility for implementing, administering, monitoring, and evaluating the safety program.  Its success depends on the alertness and personal commitment of all.

IPG provides information to employees about workplace safety and health issues through regular internal communication channels such as safety training programs, weekly meetings, bulletin board postings, written communications, and IPG’s Safety Manual, which is provided to all new employees.  In addition to the above, Head Start employees are covered by requirements outlined in Federal Regulation 70.2.

Failure to adhere to the Safety Manual, safe work practices and procedures, and other safety communications may result in disciplinary action up to and including termination of employment.

All on the job accidents whether or not resulting in an injury must be reported immediately to the employee’s supervisor and the Safety Department.

Employee Medical Exams

 To help assure that employees are able to perform their duties safely, medical examinations may be required. 

After an offer of employment has been made to an applicant entering a designated job category, a medical examination may be performed at IPG’s expense by a health professional of IPG’s choice.  The offer of employment and assignment to duties is contingent upon satisfactory completion of the exam.

Current employees may be required to take medical examinations to determine fitness for duty or according to Federal or State law governing their positions.  Such examinations will be scheduled at reasonable times and intervals and performed  at IPG’s expense.

Information on an employee’s medical condition or history will be kept separate from their employee information and maintained confidentially by the Human Resource Department.

Work Schedules

Work schedules for employees vary throughout IPG depending upon the demands of each of the various departments.  Supervisors will advise employees of their individual work schedules.  Staffing needs and operation demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week.  Schedules may be changed at the discretion of management.

Use of Phone and Mail Systems

Personal use of telephones for long distance and toll calls is not permitted.  Employees may  use Parish telephones for local personal calls only during lunch and break periods provided it does not interrupt the normal course of operations.

The use of IPG paid postage for personal correspondence is not permitted.

To ensure effective telephone communications, employees should always use the approved greeting and speak in a courteous and professional manner.  Please confirm information received from the caller, and hang up only after the caller has done so.

Computer and E-Mail Usage

Computers, computer files, the E-mail system, and software furnished to employees are Parish property intended for business use only.  As such, employees do not have a privacy interest in stored or retained computer files, e-mail (sent or received), stored phone mail messages, and any other electronically maintained messages or files.  Employees should not use a password, access a file, or retrieve any stored communication without authorization.  To ensure compliance with this policy, computer and E-mail usage may be monitored.

IPG strives to maintain a workplace free of harassment and sensitive to the diversity of its employees.  Therefore, IPG prohibits the use of computers and the E-mail system in ways that are disruptive, offensive to others, or harmful to morale.

For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed.  Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others.

E-mail may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other non-business matters.

Employees should notify their supervisor, the Human Resources Director, or any member of management upon learning of violation of this policy.  Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.

Smoking

In keeping with IPG’s intent to provide a safe and healthful work environment, smoking is prohibited throughout the workplace.  Smoking is allowed only during the employee’s normally scheduled breaks in designated smoking areas located outside Parish buildings.

Break Periods

If authorized by their Department Head, employees may take no more than two fifteen (15) minute break periods during each full workday.  Break periods shall never interfere with the operational requirements of the department.  Failure to return promptly from break periods will be considered a “tardy” and may result in disciplinary action up to and including termination of employment.

Eating

All full time employees are provided with one meal period each workday.  Except for employees specifically exempted from eating at their desk or work station by this policy, employees should eat only in the employee break room or kitchen.  Employees should also maintain the cleanliness of the kitchen by washing their own dishes and cleaning any spills on tables, floor or countertops.

Supervisors will schedule meal periods to accommodate operating requirements.  Except for 911 Operators, employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.  Only those employees required to remain at their work station (911 Operators) during a meal period will be allowed to eat at their desk.

Overtime

From time to time employees may be required, as a condition of their employment, to work more than 40 hours in one workweek.  All overtime work must receive the Department Head’s prior authorization.  Overtime assignments will be distributed as equitably as practical to all employees qualified to perform the required work.

Overtime compensation at the rate of 1 and ½ times the employee’s regular hourly rate is paid to all nonexempt employees for any hours worked over 40 hours in a one week period.  “Nonexempt” employees are those employees whose job functions do not fall within the “exempt” classification as defined by the Fair Labor Standards Act and its regulations. Exempt employees in the administrative, professional, and supervisory categories as defined by the Fair Labor Standards Act are not eligible for overtime pay.

The exception will be during declared states of emergency where exempt employees and staff are required to work additional hours beyond their routine work hours in accordance with the provisions of La. R.S. 29:705 and/or La. R.S. 29:706.

Time off for paid holidays, vacation or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.

Premium Pay

When a non-exempt employee is required to temporarily perform the duties of a job in a higher pay grade, they will receive an additional seventy-five cents per hour for each hour worked in the higher position.  For example, a laborer who drives a dump truck for one ten-hour shift would receive an additional $7.50 pay for that day ($ .75 x 10 hours).

The supervisor must authorize the premium pay prior to the employee working in the higher position and complete a Premium Pay Form to be turned in to the Payroll Department with the employee’s time record. 

Premium pay should be used only when an employee is temporarily assigned to a higher  position.  It should not be used in lieu of a promotion to the higher position.

Payroll Period

IPG observes a two-week payroll period for regular employees with the payroll week being Sunday through Saturday, and employees being paid every other Friday.  Time records are submitted to the Payroll Department every other Monday for the preceding two payroll weeks worked. Payroll checks are distributed to employees by 10:00 AM on the following Friday of the same week in which the time sheets were submitted.  If the scheduled payday falls on holiday, employees will be paid on the last working day prior to the regular payday. 

Paychecks

Employees who discover a mistake in their paycheck, lose their paycheck, or have it stolen should notify their supervisor or the Payroll Coordinator immediately.  If an error is found and verified, it will be corrected as soon as practicable, but normally by the next payroll check.  Accurate timekeeping directly affects the accuracy of paychecks.  Failure to prepare and submit an accurate time report may result in a delay in preparing the employee’s paycheck.  In some cases, it may be impossible to correct these discrepancies before the next regularly scheduled payroll.

In the case of loss or theft, the Payroll Coordinator will attempt to stop payment on the check at the cost of the employee and reissue a new check to the employee.  However, the employee is solely responsible for the monetary loss and the Parish cannot be responsible for the loss or theft of a check if it cannot stop payment on the check.

Garnishments and Wage Assignments

Employees with three or more garnishments for unrelated debts within any consecutive 24 months may be subject to termination of employment.  Voluntary wage assignments are not accepted from employees.

IBERVILLE PARISH COUNCIL 

Employee Acknowledgment Form

READ BEFORE SIGNING

The employee handbook describes important information about Iberville Parish Government (IPG), and I understand that I should consult my supervisor or the Human Resources Director regarding any questions not answered in the handbook.  I have entered into my employment relationship with IPG voluntarily and acknowledge that there is no specified length of employment.

Since the information contained in this handbook is necessarily subject to change, I acknowledge that revisions to the handbook may occur. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify, or eliminate existing policies.  Only the Parish Council with the approval of the President has the ability to adopt any revisions to the policies in this handbook.

I understand that I am responsible for keeping my copy of the handbook current by placing changes or updates to various handbook sections with my copy of the employee handbook.

I acknowledge that I have received a copy of the Iberville Parish Government’s Employee Handbook, I have read and understand the Parish’s policy regarding unlawful harassment, and I understand that it is my responsibility to read the entire handbook and comply with the policies contained herein and any revisions made.

DO NOT SIGN IF YOU HAVE NOT READ THIS ACKNOWLEDGEMENT.

 

                                                      _______________________                              

Employee’s Signature Date

 

                                                      ________________________                        

Employee’s Name (Please Print) Human Resources Representative