Podcast
Questions and Answers
What is the deadline for entering timecard entries to avoid delays in payment?
What is the deadline for entering timecard entries to avoid delays in payment?
What pay rate do employees receive if they work on designated holidays?
What pay rate do employees receive if they work on designated holidays?
What is the normal work period for full-time employees?
What is the normal work period for full-time employees?
Which of the following benefits are employees not responsible for?
Which of the following benefits are employees not responsible for?
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What is the condition for new employees to start using their Paid Time Off (PTO)?
What is the condition for new employees to start using their Paid Time Off (PTO)?
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How many paid holidays are designated for employees?
How many paid holidays are designated for employees?
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What happens if an employee fails to clock in/out?
What happens if an employee fails to clock in/out?
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If overtime is worked during a paid holiday, what rate does an employee receive?
If overtime is worked during a paid holiday, what rate does an employee receive?
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What is the maximum number of additional tours that an employee can earn after reaching 15 years of service?
What is the maximum number of additional tours that an employee can earn after reaching 15 years of service?
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In what increments must PTO be used?
In what increments must PTO be used?
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Who has discretion over the number of employees that can be off at one time?
Who has discretion over the number of employees that can be off at one time?
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When do PTO selections occur for the upcoming year?
When do PTO selections occur for the upcoming year?
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If an employee separates from the Spring Fire Department, what happens to their unused PTO?
If an employee separates from the Spring Fire Department, what happens to their unused PTO?
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How many shifts can an employee elect to receive pay for in lieu of taking time off?
How many shifts can an employee elect to receive pay for in lieu of taking time off?
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What is the deadline for employees to select alternative dates if their desired day is full?
What is the deadline for employees to select alternative dates if their desired day is full?
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Which of the following positions is excluded from the requirement of PTO discretion?
Which of the following positions is excluded from the requirement of PTO discretion?
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What is the maximum number of hours an employee can allocate to their PTO Reserve?
What is the maximum number of hours an employee can allocate to their PTO Reserve?
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When must an employee submit their electronic form to allocate hours for PTO Reserve?
When must an employee submit their electronic form to allocate hours for PTO Reserve?
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What is the rate at which sick leave is awarded to employees on January 1st?
What is the rate at which sick leave is awarded to employees on January 1st?
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What is the maximum sick leave an employee can accrue?
What is the maximum sick leave an employee can accrue?
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What happens to unused sick leave if an employee separates or retires?
What happens to unused sick leave if an employee separates or retires?
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When is a physician's note required from an employee calling out sick?
When is a physician's note required from an employee calling out sick?
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What is the payout for employees with an end-of-year sick leave balance of 720 hours?
What is the payout for employees with an end-of-year sick leave balance of 720 hours?
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What is one reason shift trading is allowed among employees?
What is one reason shift trading is allowed among employees?
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What will happen if an employee is scheduled to work both Christmas Eve and Christmas Day?
What will happen if an employee is scheduled to work both Christmas Eve and Christmas Day?
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When does the normal work period for part-time employees begin?
When does the normal work period for part-time employees begin?
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What must part-time employees do if they need a day off?
What must part-time employees do if they need a day off?
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Which statement about part-time employees' sick leave is true?
Which statement about part-time employees' sick leave is true?
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What happens if an employee calls in sick three times in the same quarter?
What happens if an employee calls in sick three times in the same quarter?
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What is the main reason for mandatory enrollment in the pension plan for part-time employees?
What is the main reason for mandatory enrollment in the pension plan for part-time employees?
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What should an employee do if their only available replacement will incur overtime?
What should an employee do if their only available replacement will incur overtime?
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What is true regarding part-time employees and time off requests?
What is true regarding part-time employees and time off requests?
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What is the minimum number of shifts a part-time employee must turn in each month?
What is the minimum number of shifts a part-time employee must turn in each month?
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What happens if a part-time employee calls off 3 or more shifts within a 12-month period?
What happens if a part-time employee calls off 3 or more shifts within a 12-month period?
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Whom should a part-time employee notify if they cannot commit to the 8-shift requirement?
Whom should a part-time employee notify if they cannot commit to the 8-shift requirement?
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How will a part-time employee be informed of their suspension from additional shifts?
How will a part-time employee be informed of their suspension from additional shifts?
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Where can employees direct questions or comments concerning the SOG?
Where can employees direct questions or comments concerning the SOG?
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What does the policy state about violations?
What does the policy state about violations?
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What should an employee do if they notice an error in the policy?
What should an employee do if they notice an error in the policy?
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Which of the following documents relates to shift substitution and PTO buyback sections?
Which of the following documents relates to shift substitution and PTO buyback sections?
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What is the maximum amount of PTO hours an employee can allocate to their PTO Reserve?
What is the maximum amount of PTO hours an employee can allocate to their PTO Reserve?
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What happens if an employee calls out sick for more than 48 hours?
What happens if an employee calls out sick for more than 48 hours?
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Sick leave can be accrued up to what maximum number of hours?
Sick leave can be accrued up to what maximum number of hours?
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What is the rate at which employees are awarded sick leave at the beginning of the year?
What is the rate at which employees are awarded sick leave at the beginning of the year?
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If an employee has a maximum end-of-year sick leave balance of 720 hours, what is the payout they receive?
If an employee has a maximum end-of-year sick leave balance of 720 hours, what is the payout they receive?
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Under what circumstance will employees calling out sick be required to provide a physician's note?
Under what circumstance will employees calling out sick be required to provide a physician's note?
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What is the consequence for employees if they fail to present a required physician's note after calling in sick?
What is the consequence for employees if they fail to present a required physician's note after calling in sick?
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What must employees do if they want to add to their PTO reserve bank?
What must employees do if they want to add to their PTO reserve bank?
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What is the primary responsibility of employees while on duty at Spring Fire Department?
What is the primary responsibility of employees while on duty at Spring Fire Department?
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What is the duration of the full-time members' tour-of-duty?
What is the duration of the full-time members' tour-of-duty?
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What payment structure is applicable when part-time employees work on holidays?
What payment structure is applicable when part-time employees work on holidays?
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How often are full-time employees paid?
How often are full-time employees paid?
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Which of the following statements is true regarding shift trading among full-time members?
Which of the following statements is true regarding shift trading among full-time members?
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What is the minimum requirement for part-time employees to submit their availability?
What is the minimum requirement for part-time employees to submit their availability?
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What could be a potential consequence of non-compliance with the guidelines set forth for personnel?
What could be a potential consequence of non-compliance with the guidelines set forth for personnel?
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Which benefit is specifically excluded for part-time members?
Which benefit is specifically excluded for part-time members?
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What must occur before a shift trade can be finalized?
What must occur before a shift trade can be finalized?
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What happens if traded shifts become excessive or disruptive?
What happens if traded shifts become excessive or disruptive?
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Which of the following is true about employees who trade shifts and then call out sick?
Which of the following is true about employees who trade shifts and then call out sick?
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How is the value of a shift trade calculated for FLSA overtime purposes?
How is the value of a shift trade calculated for FLSA overtime purposes?
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What is a requirement of personnel when trading shifts?
What is a requirement of personnel when trading shifts?
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What is the restriction on shift substitutions?
What is the restriction on shift substitutions?
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What must occur if shift substitutions become disruptive?
What must occur if shift substitutions become disruptive?
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Under what condition can personnel trade outside of their rank?
Under what condition can personnel trade outside of their rank?
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What must an employee do if they agree to a shift substitution and then cannot work their assigned shift?
What must an employee do if they agree to a shift substitution and then cannot work their assigned shift?
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What is the maximum number of unpaid shifts an employee can request per month?
What is the maximum number of unpaid shifts an employee can request per month?
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What happens if an employee calls off three or more additional shifts within a 12-month period?
What happens if an employee calls off three or more additional shifts within a 12-month period?
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What is the timeframe within which a Cadet Firefighter can start working overtime?
What is the timeframe within which a Cadet Firefighter can start working overtime?
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What is a condition under which an employee may lose the privilege to work overtime?
What is a condition under which an employee may lose the privilege to work overtime?
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What must an employee do regarding secondary employment during their term of employment?
What must an employee do regarding secondary employment during their term of employment?
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What documentation will accompany the suspension of an employee from working additional shifts?
What documentation will accompany the suspension of an employee from working additional shifts?
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Which rank can personnel ride in when substituting for a shift?
Which rank can personnel ride in when substituting for a shift?
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What is the process for an employee who needs to find a replacement for a shift they cannot attend?
What is the process for an employee who needs to find a replacement for a shift they cannot attend?
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What happens if a part-time employee fails to notify the District Chief about their absence?
What happens if a part-time employee fails to notify the District Chief about their absence?
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How are shifts modified for part-time employees?
How are shifts modified for part-time employees?
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How does the pension plan affect part-time employees?
How does the pension plan affect part-time employees?
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What stipulation is in place regarding sick leave for part-time employees?
What stipulation is in place regarding sick leave for part-time employees?
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What is the overtime eligibility condition for part-time firefighting-EMT positions?
What is the overtime eligibility condition for part-time firefighting-EMT positions?
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What must an employee do if they need a day off and submit their availability for that day?
What must an employee do if they need a day off and submit their availability for that day?
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What happens to an employee's employment status if they call in sick three times within a quarter?
What happens to an employee's employment status if they call in sick three times within a quarter?
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In the context of holiday pay, what is true regarding employees who work overtime on a designated holiday?
In the context of holiday pay, what is true regarding employees who work overtime on a designated holiday?
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What is the importance of timecard entries matching the schedule?
What is the importance of timecard entries matching the schedule?
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What are the eligibility criteria for employees hired after July 1st regarding Paid Time Off (PTO)?
What are the eligibility criteria for employees hired after July 1st regarding Paid Time Off (PTO)?
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Under what circumstances must an employee clock in/out to avoid disciplinary action?
Under what circumstances must an employee clock in/out to avoid disciplinary action?
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What is the basis for the three-platoon system used to determine employee schedules?
What is the basis for the three-platoon system used to determine employee schedules?
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During what time frame is an employee's standard weekly schedule subject to change?
During what time frame is an employee's standard weekly schedule subject to change?
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Which of the following statements regarding benefits for full-time employees is correct?
Which of the following statements regarding benefits for full-time employees is correct?
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What is the worst consequence an employee may face due to repeated failures to clock in/out?
What is the worst consequence an employee may face due to repeated failures to clock in/out?
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What is the maximum number of shifts an employee can substitute within a month?
What is the maximum number of shifts an employee can substitute within a month?
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Under which circumstance can Cadet Firefighters lose the ability to work overtime?
Under which circumstance can Cadet Firefighters lose the ability to work overtime?
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What is required for unpaid shift requests to be approved?
What is required for unpaid shift requests to be approved?
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How many additional shifts can an employee call off without facing suspension within a 12-month period?
How many additional shifts can an employee call off without facing suspension within a 12-month period?
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What must employees do if their secondary employment interferes with job performance?
What must employees do if their secondary employment interferes with job performance?
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What are employees required to use if they call out sick for a traded shift?
What are employees required to use if they call out sick for a traded shift?
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Who must approve cadet overtime after completion of the initial month of employment?
Who must approve cadet overtime after completion of the initial month of employment?
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What role needs to be involved in notifying the Deputy Chief of Operations regarding employee suspension from additional shifts?
What role needs to be involved in notifying the Deputy Chief of Operations regarding employee suspension from additional shifts?
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What is the maximum number of hours an employee can receive as a payout for unused sick leave upon separation?
What is the maximum number of hours an employee can receive as a payout for unused sick leave upon separation?
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Which condition requires employees to provide a physician's note for an absence less than 48 hours?
Which condition requires employees to provide a physician's note for an absence less than 48 hours?
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How must employees communicate their intention to add hours to their PTO reserve bank?
How must employees communicate their intention to add hours to their PTO reserve bank?
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What happens if an employee has a sick leave balance of 720 hours at the end of the year?
What happens if an employee has a sick leave balance of 720 hours at the end of the year?
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What is required for an employee to be compensated for unused sick leave upon separation?
What is required for an employee to be compensated for unused sick leave upon separation?
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What is the process for an employee who wishes to establish a shift trade?
What is the process for an employee who wishes to establish a shift trade?
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What is the minimum amount of sick leave allotted to new employees on their first day of employment?
What is the minimum amount of sick leave allotted to new employees on their first day of employment?
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Under which circumstance will an employee not receive a payout for unused sick leave?
Under which circumstance will an employee not receive a payout for unused sick leave?
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What is the consequence for part-time employees who call off three or more shifts within a 12-month period?
What is the consequence for part-time employees who call off three or more shifts within a 12-month period?
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What is the minimum requirement for shift submissions by part-time employees?
What is the minimum requirement for shift submissions by part-time employees?
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If a part-time employee cannot fulfill the 8-shift requirement, what action must they take?
If a part-time employee cannot fulfill the 8-shift requirement, what action must they take?
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Which of the following statements is true regarding an employee's responsibility for a scheduled shift?
Which of the following statements is true regarding an employee's responsibility for a scheduled shift?
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Who is responsible for notifying the Deputy Chief of Operations about an employee's suspension for excessive call-offs?
Who is responsible for notifying the Deputy Chief of Operations about an employee's suspension for excessive call-offs?
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What should an employee do if they notice an error or inconsistency in the policy document?
What should an employee do if they notice an error or inconsistency in the policy document?
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What is the role of the contact office indicated in this policy?
What is the role of the contact office indicated in this policy?
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What kind of documentation accompanies the suspension notification of an employee?
What kind of documentation accompanies the suspension notification of an employee?
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What happens to an employee's work schedule if they are initially assigned to work both Christmas Eve and Christmas Day?
What happens to an employee's work schedule if they are initially assigned to work both Christmas Eve and Christmas Day?
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What must part-time employees do if they need time off on a scheduled shift?
What must part-time employees do if they need time off on a scheduled shift?
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What is true regarding sick leave for part-time employees?
What is true regarding sick leave for part-time employees?
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What occurs if a part-time employee does not notify the District Chief about missing a scheduled shift?
What occurs if a part-time employee does not notify the District Chief about missing a scheduled shift?
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What is the minimum number of hours for which overtime pay kicks in for part-time firefighting-EMT positions?
What is the minimum number of hours for which overtime pay kicks in for part-time firefighting-EMT positions?
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What should a part-time employee do if their only replacement for a shift will incur overtime?
What should a part-time employee do if their only replacement for a shift will incur overtime?
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What aspect of the pension plan is mandatory for part-time employees?
What aspect of the pension plan is mandatory for part-time employees?
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Which statement best describes the consequences of part-time employees calling in sick three times in a quarter?
Which statement best describes the consequences of part-time employees calling in sick three times in a quarter?
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Study Notes
Payroll Procedures
- All payroll issues should be brought to the Payroll Department through the employee's supervisor.
- Failure to clock in or out can lead to disciplinary action, including termination.
- Timecard entries must be submitted by 10 am on Monday morning of the payroll week to avoid delays.
- Timecard entries should align with the employee's schedule.
- Changes to the payroll date, due to holidays or other factors, will be communicated to employees by the Payroll Department.
Paid Annual Holidays
- Designated holidays include: New Year's Eve (night shift), New Year's Day (day shift), Martin Luther King Jr. Day, Easter Sunday, Memorial Day, July 4th, Labor Day, Thanksgiving, and Christmas Day.
- Employees working on these holidays receive holiday pay, which is 1.5 times their regular rate.
- Employees working overtime on a paid holiday receive 2.0 times their regular rate.
Full-Time Employee Work Period and Benefits
- Full-time employees work a 48-hour period beginning at 0600 hours and ending at 0600 hours.
- Firefighting-EMT positions are exempt from Federal Wage-Hour Laws for hours exceeding 212 in a 28-day period.
- Employee schedules are based on a three-platoon system.
- Weekly schedules include one 48-hour tour or 1.5 48-hour tours, depending on scheduling needs.
- Shifts can be adjusted for departmental needs.
- Health, dental, and vision insurance are provided at no cost to employees. A percentage of the cost is covered by the employee if adding a spouse or dependents.
- Benefit plans can be modified with notice to employees.
- Pension plan enrollment is mandatory and a condition of employment. Employer contributions can be adjusted at any time with notice to employees.
Full-Time Employee Paid Time Off
- Employees receive 5 (48-hour) tours (240 hours) of PTO per year, awarded on January 1st.
- New employees hired before July 1st receive prorated PTO, but cannot use it within the first 6 months of employment.
- New employees hired after July 1st do not receive PTO.
- New employees are added to the annual PTO calendar and receive days based on availability.
- An additional tour (48 hours) is given to the employee after 5 years of service, 10 years of service, and again after 15 years, for a maximum of 8 (48-hour) tours.
- The number of employees allowed off at a time is determined by the Deputy Chief of Operations. District Chiefs are excluded from this requirement.
- PTO must be used in 24-hour increments.
- Only PTO reserve can be carried over to the next year.
- All PTO is forfeited upon separation from the Spring Fire Department.
- The master off-time calendar is the primary document for PTO, shift trades, and substitutions.
- PTO selections occur in December of the previous year and must be completed by the 15th.
- Requests are approved first by rank, then by seniority within that rank.
- Seniority is determined by promotional date or final score on phase testing.
- PTO selection occurs in two rounds: 3 tours in round one, and the remaining PTO at a later date.
- Employees may need to choose alternative dates if the maximum number of employees are off on their desired day.
Full-Time Employee PTO Buy-Back
- Employees can elect to receive pay for up to five shifts (120 hours) each year in lieu of taking time off.
- This payment occurs on the pay period closest to December 15th and is based on the employee's straight-time rate of pay.
- An electronic form must be completed to elect PTO buy-back.
- The employee can add to the buy-back PTO until November 1st.
- This decision cannot be reversed.
Full-Time Employee PTO Reserve
- Employees can choose up to 96 hours of PTO reserve for unforeseen circumstances.
- PTO reserve hours are in addition to the regular PTO awarded.
- Employees must complete an electronic form to elect PTO reserve.
- The employee can add to the PTO reserve bank until November 1st.
- The PTO reserve bank cannot exceed 96 hours.
- Approval for using PTO reserve depends on the reason, scheduling, and department needs, and must be approved by the employee's District Chief.
Full-Time Employee Sick Leave
- Sick leave is provided to protect employees from lost income due to personal illness or injury, or illness or injury of a spouse or child.
- Employees receive 144 hours of sick leave on January 1st.
- New employees receive prorated sick leave on their first day of employment.
- Sick leave can accrue up to a maximum of 720 hours.
- Upon separation or retirement, employees are compensated for half of unused sick leave up to 360 hours, if proper notice and exit procedures are followed. Involuntary terminations do not receive a payout.
- Compensation is based on the employee's current straight-time rate of pay.
- Employees calling out sick for more than 48 hours must provide a physician's note.
- A physician's note may be requested for absences less than 48 hours due to illness or injury.
- A physician's note is also required for absences on a paid annual holiday or any tour touching a paid annual holiday.
- A physician's note is required for absences on the tour immediately before or after scheduled PTO.
- Failure to provide a required physician's note results in no pay.
- Refer to SFD.047 Absences and Leaves for additional information.
- Employees with a year-end balance of 720 sick hours will receive a payout of 72 additional hours, based on the employee's straight-time rate of pay.
Full-Time Employee Shift Trading
- Shift trading is allowed to benefit employees who cannot take PTO but have another firefighter willing to trade workdays.
Full-Time Employees Working Both Christmas Eve and Christmas Day
- If a shift is scheduled to work both Christmas Eve and Christmas Day, a change in the work schedule will be made.
- The shift working on December 22 & 23 will work December 22 & 24.
- The shift working on December 24 & 25 will work December 23 & 25.
Part-Time Employee Work Period and Benefits
- Part-time employees work from 0600 hours to 1800 hours.
- Firefighting-EMT positions are exempt from Federal Wage-Hour Laws for hours exceeding 212 in a 28-day period.
- The payroll period aligns with the existing payroll period.
- Employees are scheduled by the department and assigned to a station or apparatus based on departmental needs.
- Shifts can be adjusted for departmental needs.
- Pension plan enrollment is mandatory and a condition of employment. Employer contributions can be adjusted at any time with notice to employees.
- Part-time employees are not offered PTO.
- Employees must notify the District Chief if they need a day off, and they are responsible for finding a replacement.
- Replacing employees with another employee who will be placed into overtime must be approved by the District Chief.
Part-Time Employee Sick Leave
- Part-time employees are not offered sick leave.
- Employees who cannot make their scheduled shift due to illness or injury must contact the District Chief.
- Failure to do so will be considered AWOL and is subject to disciplinary action.
- Employees do not receive pay for shifts they call in sick.
- Refer to SFD.047 Absences & Leaves for additional information.
- Employees who call in sick 3 times in the same quarter will have their employment status reviewed.
Part-Time Employee Shift Assignments
- Part-time employee availability must be submitted by 1700 hours on the 10th of the preceding month.
- A minimum of 8 shifts per month must be submitted.
- There is no guarantee of shifts.
- Employees who cannot commit to the 8-shift requirement must notify the Deputy Chief of Operations before the 10th of the preceding month.
- Employees can select open shifts on the schedule program.
- Once assigned, the employee is responsible for working the shift.
Part-Time Employee Call-Off
- Part-time employees who call off 3 or more shifts within a 12-month period will be suspended from signing up for additional shifts for 3 months.
- The employee's District Chief will notify the Deputy Chief of Operations.
- Documentation accompanies the suspension.
References and Related Policies
- The following are relevant references to policies: NFPA, applicable state or federal statutes, OSHA, Spring FD, FLSA, DOL, CPSE PI, ISO, TFCA, SFD.047, and SFD.049.
Contact Office for Questions or Comments
- The appropriate contact offices are: Company Officer, District Chief, Deputy Chief of Operations, Assistant Chief, and Fire Chief.
List of Changes
- Revision 8 applied the 2023 guideline template and updated the shift substitution and PTO buy-back sections.
- The changes went into effect on 7/10/2023.
Errors
- Employees can report errors or inconsistencies via the provided link or QR code.
- This policy is for internal use only and does not expand a member's legal duty or civil liability.
- This policy should not be construed as creating a duty to act or a higher duty of care.
- Any violation can be grounds for a complaint by the department for administrative action.
Spring Fire Department - Operations Personnel
- All members are expected to report on time and remain at their post until relieved.
- Employees who work on paid annual holidays will receive 1.5 times their regular rate of pay for straight-time hours and 2.0 times their regular rate for overtime hours.
- Full-time members work a 48-hour tour-of-duty beginning at 0600 and are paid overtime for hours in excess of 212 in a 28-day work period.
- Full-time benefits include health benefits, dental, vision, a mandatory pension plan, paid time off, and sick leave.
- Full-time members may trade or substitute shifts with other full-time members, subject to approval.
- Part-time members normally work 12-hour blocks starting at 0600 and do not receive health benefits, PTO, or sick leave.
- Part-time members are required to participate in the pension plan and are paid every two weeks.
- Part-time members must turn in 8 days of availability for the next month by 1700 on the 10th day of the preceding month and may pick up open shifts, but no amount of days is guaranteed.
Shift Trading and Substitution
- Shift trading is allowed for full-time employees and requires the approval of both District Chiefs involved.
- Trade requests must be repaid in the same calendar year and are tracked on a master PTO calendar.
- Shift substitutions are restricted to one tour of duty per month and must be approved by both District Chiefs involved.
- Substitutions are tracked on a master PTO calendar and in scheduling software.
Sick Leave
- Full-time employees are awarded 144 hours of sick leave on January 1st and can accrue up to 720 hours.
- Upon separation or retirement, employees are compensated for half of unused sick leave, up to a maximum of 360 hours.
- Employees calling out sick for more than 48 hours must provide a physician's note.
- A physician's note may also be requested for absences less than 48 hours due to illness or injury.
- Employees calling out sick on a paid annual holiday or any day of a tour that touches the holiday must provide a physician's note.
- Employees calling out sick the tour immediately prior to or immediately after scheduled PTO must provide a physician's note.
- Failure to present a required physician's note will result in no pay.
Part-Time Employees
- Part-time employees are not offered sick leave or PTO.
- Part-time employees are required to notify the on-duty District Chief if they cannot make a scheduled shift due to injury or illness.
- Failure to notify the District Chief may result in disciplinary action.
- Employees who call in sick 3 times in the same quarter will have their employment status reviewed.
Overtime
- Cadet firefighters are allowed to work overtime after 1 month of employment, with approval from their Captain.
- The ability to work overtime can be revoked at any time if the Captain or District Chief feels it affects their training or assignments.
- Employees who call off 3 or more additional shifts within a 12-month period may be suspended from signing up for additional shift work for 3 months.
Secondary Employment
- During the term of employment, Spring Fire Department will be the employee's primary employment.
- Employees may only engage in secondary employment that does not interfere with their job performance or schedule.
- If Spring Fire Department concludes that an employee's secondary employment is interfering with their employment, the employee must relinquish their secondary employment or be terminated.
Payroll
- All payroll issues are to be directed to the Payroll Department through the employee's supervisor.
- Employees must clock in and out, failure to do so is subject to disciplinary action, up to and including termination.
- Timecards must be submitted by 10 AM on Monday of the week of payroll to avoid delays in payment.
- Timecard entries must match the employee's schedule.
- Payroll will notify employees of any changes to the payroll date due to holidays or other circumstances.
Paid Annual Holidays
- Designated paid holidays include New Year's Eve (night shift), New Year's Day (day shift), Martin Luther King Jr. Day, Easter Sunday, Memorial Day, July 4th, Labor Day, Thanksgiving, and Christmas Day.
- Employees who work on a paid holiday will receive holiday pay, calculated at 1.5 times their regular straight-time rate of pay.
- Employees working overtime on a paid holiday will receive 2.0 times their regular rate.
Full-Time Employees
- The standard work period is 48 hours, beginning at 0600 hours and ending at 0600 hours.
- Firefighting-EMT positions are 207K exempt under the Federal Wage-Hour Laws, meaning employees are eligible for overtime pay for hours worked in excess of 212 hours within a 28-day work period.
- The employee schedule is based on a three-platoon system, with each employee working one or one-and-a-half 48-hour tours of duty per week.
- Shifts may be modified for departmental needs.
- Full-time employees receive health, dental, and vision insurance at no premium cost. Employees are responsible for a portion of the cost if they add a spouse or dependents to their plan.
- The pension plan is mandatory for full-time employees and contributions can be changed by the employer with notice to the employee.
- Full-time employees accrue 240 hours of PTO per year, granted on January 1st.
- New full-time employees hired before July 1st receive prorated PTO, but cannot use PTO for the first six months of employment.
- New full-time employees hired after July 1st do not receive PTO.
- Employees can elect to allocate up to 96 hours of PTO to a PTO Reserve bank, which can be accessed for unforeseen circumstances.
- PTO Reserve hours are allocated in addition to the standard PTO hours and can be added to the PTO reserve bank until November 1st.
- The PTO Reserve bank cannot exceed 96 hours.
- Approval of PTO Reserve usage is dependent on the reason, scheduling, departmental needs and must be approved by the employee's District Chief.
- Employees are granted 144 hours of sick leave on January 1st.
- New full-time employees receive prorated sick leave on their first day of employment.
- Sick leave can accrue up to a maximum of 720 hours.
- Upon separation or retirement, employees receive compensation for half of their unused sick leave, up to 360 hours, as long as notice and exit procedures are followed.
- Involuntary terminations do not receive a sick leave payout.
- Employees calling out sick for more than 48 hours must provide a physician's note; a physician's note may be requested for absences less than 48 hours due to illness or injury.
- Employees calling out sick on a paid annual holiday, or any day of a tour that includes a paid annual holiday, must provide a physician's note.
- Employees calling out sick the tour prior to or after scheduled PTO must provide a physician's note.
- Failure to provide a required physician's note will result in no pay.
- Full-time employees with a year-end sick leave balance of 720 hours will receive a payout of 72 additional hours on the payday no later than January 20th, based on their straight-time rate of pay.
- Employees can trade shifts with other firefighters.
- Once a shift trade is approved, the individual who agreed to the substitution assumes responsibility for working the shift.
- Employees who substitute and call out sick are to use their PTO hours for the traded shift they agreed to work.
- Personnel can substitute outside of their rank as long as minimum staffing levels are met, and can ride in a rank one level higher or lower than their own during a substitution.
- Employees wishing to trade shifts must ensure adhering to the maximum working hour rule.
- Shift substitutions are restricted to one tour of duty per month.
- Requests for unpaid shifts must be made through the chain of command to the Fire Chief.
- Approval of unpaid shifts is based on staffing needs, employee benefit time, and previous requests.
- Employees who call off three or more additional shifts within a 12-month period will be suspended from signing up for additional shift work for three months.
- The employee's District Chief will notify the Deputy Chief of Operations about the suspension.
- Cadet Firefighters are allowed to begin working overtime after one month of employment with the approval of their Captain.
- Overtime privileges can be revoked by the Captain or District Chief at any time if they feel it is affecting the employee's ability to complete tasks or assignments.
- Overtime is a privilege and the Cadet Firefighter must understand their phase training and testing is the priority.
- During the term of employment, the employee agrees that Spring Fire Department will be their primary employment.
- Employees may engage in secondary employment, as long as it does not interfere with their job performance or schedule.
- The employee must relinquish their secondary employment or be terminated if Spring Fire Department concludes that it is interfering with their job performance or schedule.
- If a shift is scheduled to work both Christmas Eve and Christmas Day, the work schedule will be adjusted to prevent an employee working both days.
- The change in the schedule will be as follows: the shift scheduled to work December 22nd and 23rd will work December 22nd and 24th. The shift scheduled for December 24th and 25th will work December 23rd and 25th.
Part-Time Employees
- Part-time employees' normal work period begins at 0600 hours and ends at 1800 hours.
- Firefighting-EMT positions are 207K exempt under the Federal Wage-Hour Laws, with employees eligible for overtime pay for hours worked in excess of 212 hours within a 28-day work period as scheduled and approved.
- The payroll period will coincide with the existing payroll period.
- Part-time employees are scheduled by the department scheduler and assigned to a station and/or apparatus based on departmental needs.
- Shifts may be modified for departmental needs.
- Part-time employees are required to enroll in the pension plan.
- Employer contributions to the pension can be changed at any time with notice to the employee.
- Part-time employees are not offered PTO and will not put in availability on the days they need time off.
- They must contact the District Chief on duty if they need a day off, and attempt to find a replacement employee that will not be placed into overtime.
- If the employee’s only replacement will be placed into overtime, approval must be received from the District Chief.
- Part-time employees are not offered sick leave.
- If a part-time employee cannot work their scheduled shift due to illness or injury, they must contact the District Chief on duty as soon as possible.
- Failure to notify the on-duty District Chief will result in the employee being considered AWOL and subject to disciplinary action.
- Employees who call in sick three times in the same quarter will have their employment status subject to review.
- There is no pay for shifts that part-time employees call in sick for.
- Part-time employee availability must be submitted by 1700 hours on the 10th of the preceding month.
- A minimum of 8 shifts per month must be submitted.
- The employee is not guaranteed to work any specific number of shifts.
- If the employee cannot commit to the 8-shift requirement they must notify the Deputy Chief of Operations or designee prior to the 10th of the preceding month.
- Employees can select open shifts on the schedule program to work additional shifts.
- Once a shift is assigned to the employee, it is their responsibility to work the shift.
- Part-time employees who call off three or more shifts within a 12-month period will be suspended from signing up for additional shifts for a period of three months.
- The employee’s District Chief will notify the Deputy Chief of Operations about the suspension.
- The Deputy Chief of Operations will ensure that documentation accompanies the suspension.
References and Related Policies
- Applicable references and related policies include: FLSA, DOL 29 CFR § 553.31, OSHA, SFD.047, SFD.049, TCFP, CPSE PI, ISO, TFCA.
Contact Office
- The appropriate contact office for questions or comments on this SOG is: Company Officer, District Chief, Deputy Chief of Operations, Assistant Chief, Fire Chief.
List of Changes
- Revision number 8 was implemented on 7/10/2023 by Davenpor.
- Applied new 2023 guideline template, updated shift substitution and PTO buyback sections.
Errors
- To report an error or inconsistency, click here or use the QR code provided.
- This policy is for internal use only and does not create a legal duty for members.
- Violation of this policy can only form the basis of a complaint by the department for non-judicial administrative action in accordance with laws governing member discipline.
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Description
This quiz covers essential payroll procedures, including clocking in and out, timecard submissions, and paid annual holidays. It also highlights the benefits for full-time employees during designated holidays and overtime rates. Ensure you understand these policies to navigate your employment benefits effectively.
