Chapter 5 - Supplemental Employment
City of Redmond Personnel Manual
Chapter 5 – SUPPLEMENTAL EMPLOYMENT
5.10 Introduction to Supplemental Employment
"Supplemental employee" is the all-encompassing phrase for any type of employment utilized by the City other than regular employment and limited duration employment. The following is a list of reasons why the City may use supplemental employees:
- To meet staffing needs arising from seasonal changes.
- To temporarily fill in for regular employees during absences or vacations.
- Temporarily fill a regular position pending the hire of a regular employee.
- To meet peak workload demands.
- To staff special short-term projects.
- To provide interns with on-the-job experience related to their field of study.
- To meet ongoing workload demands that are less than half time.
When hiring and scheduling supplemental employees it is important to note:
- Federal law mandates employees who work an average of 30 hours per week during a 12-month measurement period be offered medical benefits.
- Supplemental employment at the City of Redmond is non-benefited except as mandated by law (See 5.90 Benefits).
- In addition, in alignment with Collective Bargaining Agreements and for consistent practices, supplemental employees can only work a maximum of 1,040 hours in a calendar year unless prior authorization is obtained from the Human Resources Director or designee. If the 1,040-hour threshold is reached, the supplemental employee must stop working for the remainder of the calendar year and cannot start again until January 1 of the next year, at which time the work hours reset to zero.
Supplemental employment occurs within one of the following two categories:
Seasonal: Seasonal supplemental employment is of a short-term nature in which the employee is hired or re-hired for a position lasting six months or less, at the same time every year, e.g., the growing season or summer camp season. Seasons are defined based on the body of work performed and must be approved by Human Resources. Seasonal supplemental employees may work either part-time or full-time and there is no limitation on the number of hours they may work on a weekly basis. However, seasonal employment must not exceed six months, and the seasonal supplemental must have a mandatory break in employment of 13 weeks before being rehired. If the duration of the seasonal employment is less than 13 weeks, the break in service may be shortened with prior approval from the Human Resources Director or designee.
Variable: Variable supplemental employment is when the average weekly hours cannot be determined at the time of hire. Work hours for a variable supplemental employee may vary from week to week or may eventually stabilize to a regular weekly schedule. Variable employment may allow for year-round work. Due to non-benefited status, variable supplemental employees must be scheduled to work 29 hours per week or less.
By pre-approval from the Human Resources Director or designee, a variable supplemental employee may work more than 29 hours per week, but for no more than three consecutive months during their 12-month measurement period. Human Resources will complete an hours of work analysis prior to granting approval to determine benefit implications and hours of work restrictions. If approved, the supervisor is required to monitor hours and report to Human Resources on a weekly basis. If a variable supplemental employee exceeds the hours allowed by law, the employee will be separated and must have a mandatory break in employment of 13 weeks before being rehired. If the duration of employment was less than 13 weeks, the break of service may be shortened with prior approval from the Human Resources Director. Due to the complexities of supplemental hours analysis and monitoring, working a variable supplemental beyond 29 hours per week is not standard practice. It should be limited to when unexpected situations arise. All other staffing options should be exhausted prior to approval requests.
Supplemental employees shall not be used to permanently replace bargaining unit members.
5.20 At-Will Status
Supplemental employees remain at-will for their entire period of employment and serve at the pleasure of their department director. Thus, department directors have the right to terminate a supplemental employee’s employment, with or without cause, at any time.
5.30 Hiring Procedure
A recruitment requisition is required when hiring or rehiring a supplemental employee. Hiring managers must work with Human Resources on an appropriate recruitment plan.
An online application for the current recruitment process is required for all candidates considered for hire.
Hiring Supervisors are responsible for obtaining fully executed Minor and Student Authorizations.
5.40 Use of Employment Agencies
Supplemental employees may be hired through employment agencies consistent with this chapter.
5.50 Multiple Assignments
Supplemental employees may work in multiple assignments for the same or different divisions or departments provided that the accumulated time worked does not exceed 1,040 hours in any calendar year and the average work hours during their 12-month measurement period does not exceed 29 hours per week.
5.60 Prohibited Uses of Supplemental Employees
Departments are prohibited from using multiple supplemental employees to avoid filling a position with a regular employee. Examples of this prohibited practice would include running full-time supplemental employees back-to-back year-round on a six-month rotation or using two 19-hour per week ongoing positions year-round doing essentially the same work.
5.70 Supervisors’ Duty to Monitor Compliance
Supervisors are responsible for monitoring the time worked by their supplemental employees to ensure compliance with the limit of 1,040 hours in any calendar year and the average work hours during their 12-month measurement period does not exceed 29 hours per week, as well as to refrain from use of supplemental employees in a manner prohibited under Section 5.60 Prohibited Uses of Supplemental Employees above. Supervisors who fail to comply will be subject to disciplinary action.
All supplemental employees are paid based on the "S" pay plan. The “S” pay plan is established and maintained by the Human Resources Department. The pay ranges on the “S” plan represent 80% - 110% of the lowest pay for a comparable regular position. When there is no readily identifiable comparable position in the City of Redmond, the Human Resources Department will confer with the hiring department and, after considering available market data, set a pay rate.
A supplemental employee’s initial pay anniversary date is the effective date in an assignment. Thereafter, pay anniversary date is 12 months from each evaluation date.
Supplemental employees may receive pay increases as follows:
1. Variable supplemental employees working in an assignment for a minimum of 100 hours during a 12-month evaluation period may receive an annual performance evaluation and a pay increase based on merit of up to 5% may be awarded.
Seasonal supplemental employees, and supplemental employees working less than 100 hours during a 12-month evaluation period do not receive annual performance evaluations.
Supplemental employees with two or more assignments may have multiple pay anniversary dates and may receive an annual performance evaluation for each assignment for which the employee worked a minimum of 100 hours in a 12-month evaluation period and a pay increase based on merit of up to 5% may be awarded.
Merit pay is not applied retroactively.
2. Across-the-board adjustments (such as COLA) may be awarded to all supplemental employees at the discretion of the Human Resources Director.
Supplemental employees are not eligible for benefits except as required by law. Additional detail follows.
The City does not offer health insurance coverage (medical, dental, and vision) to supplemental employees upon hire. If a variable supplemental employee’s hours exceed 30 hours per week on average, as required by law, the employee may be offered medical coverage.
The City does not provide paid vacation time to supplemental employees.
Supplemental employees in the “S”, “N-S”, “GS”, “S-PS”, and “RS” pay plans who work on City fixed holidays identified in Section 9.10 Holidays, shall receive double-time pay. Otherwise, supplemental employees do not receive holiday pay.
Paid Sick Leave
Accrual – The City provides paid sick leave accruing at the rate of one hour of sick leave for every 40 hours worked as a supplemental employee.
Eligibility – Supplemental employees are eligible to use accrued paid sick leave beginning on the 90th calendar day after the initial start of employment.
Supplemental employees who are rehired are eligible to use accrued paid sick leave upon rehire.
Use – (See Chapter 9.30 Sick Leave)
Family Member – (See Chapter 9.30 Sick Leave)
Carryover – Up to 40 hours of sick leave may be carried over from the current year to the new year, effective January 1. Any sick leave not used above the 40- hour cap is forfeited.
Shared Leave – Supplemental employees are not eligible for shared leave.
Sick Leave Notice – (See Chapter 9.30 Sick Leave)
Increments of Use – (See Chapter 9.30 Sick Leave)
Rate of Pay – (See Chapter 9.30 Sick Leave)
Shift Swapping – The City does not require the employee search for or find a replacement worker to cover the hours during which the employee is on sick leave.
Verification – (See Chapter 9.30 Sick Leave)
Unreasonable Burden – (See Chapter 9.30 Sick Leave)
Separation – Unused accrued sick leave is forfeited upon separation.
Reinstatement upon Rehire – When a supplemental employee separates from employment with the City and is rehired as a supplemental or regular status employee within twelve months from separation date, any accrued unused sick leave will be reinstated. Supplemental employees who are rehired may use accrued paid sick leave upon rehire.
Retaliation – (See Chapter 9.30 Sick Leave)
Eligibility for participation in the state retirement system is set forth in rules established by the Washington State Department of Retirement Systems. A determination of eligibility to participate in the state retirement system is made at the time of hire and prior to effective date of all assignment changes, and the supplemental employee will be apprised of his or her status at that time. If the supplemental employee is not eligible for participation in a state retirement program, the supplemental employees shall enroll in the MEBT II program.
Supplemental employees receive no benefits other than those described above. However, supplemental employees may, in certain limited circumstances, be eligible for state- or federally mandated benefits such as military leave, jury leave, family medical leave, pregnancy related disability leave, or other forms of leave. Supplemental employees should consult with the Human Resources Department to learn whether they may be eligible for such leave benefits or other City benefits.
5.100 Policies Governing Supplemental Employees
Supplemental employees must adhere to all policies governing acceptable behavior in the workplace. These policies include, but are not limited to, the prohibitions against discrimination, harassment and workplace violence as well as all policies set forth in Chapter 11 Employee Responsibilities and Conduct of this manual.
Retaining non-working supplemental employees may affect retirement plans, unemployment benefits, and rehire eligibility for the employee, and result in additional liability, cost, and manpower to the City. For continued employment, supplemental employees are required to have posted working hours within a consecutive 60-day period. Supplemental hours will be tracked by Human Resources and reported to supervisors on a monthly basis.
Upon notice of insufficient working hours by Human Resources, supervisors are responsible to expediate separation of supplemental employees, including processing of required forms and collection of City property. Exceptions require Human Resources Director approval.