SOP 104.20: Hourly Employment

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:1 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

I. Introduction and Summary:

The Georgia Department of Corrections (GDC) may employ staff on a part-time hourly
or emergency basis, when funding is available, using established pay scales maintained
by Corrections Human Resources Management (CHRM).

II. Authority:

A. Fair Labor Standards Act (FLSA): 29 U.S.C.A. § 201;

B. O.C.G.A. §§35-8-2(5) and (8)(c);

C. GDC Standard Operating Procedures (SOPs): 104.07 Position Actions, 104.09

Filling Vacancy, 104.14 Review of Applicant Qualifications, 104.37 Working
Hours, Overtime, Compensatory Time, 104.62 Unemployment Compensation, and
104.65 Adverse Actions (Unclassified Employees); and

D. ACA Standards: 2-CO-1C-16, 5-ACI-1C-10 (ref. 4-4057), 5-ACI-1C-13 (ref. 4
4060), 4-ACRS-2A-06, 4-ACRS-7B-04, and 4-ALDF-7B-01.

III. Definitions:

A. Hourly Employee - Individual, who works 29 hours or less per week and who is

paid at an hourly rate.

B. Hourly Position - Unclassified position budgeted for 29 hours or less per week.

C. Personnel Action (PA) - The Personnel Action is used to report appointments,

terminations, changes in status, compensation of an individual employee, etc. The
Personal Action Form (PAF) should be used each time there is an action that should
be recorded in the individual's personnel file or that requires payroll action. The
PAF is used as a transmittal form for approval of the personnel action.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:2 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

IV. Statement of Policy and Applicable Procedures:

A. Establishing a Position:

1. To establish an unclassified, hourly position, a Field Appointing Authority

(AA) must initiate a request through the Facilities Assistant Commissioner.
The request must be made by using Attachment 1, Budget
Approval/Justification Form and routed through and approved by the Facilities
Assistant Commissioner and the Budget Office. The request must include:

a. A justification statement;

b. A description of duties; and

c. A projected time period for use.

NOTE: Non-Facilities Division Unit Managers should submit a request

through the appropriate Assistant Commissioner.

2. After approval, the Budget Office returns the form to the originating office for

submission to the Corrections Human Resources Management (CHRM) Job
Evaluation Unit. Final approval of the position will be made by the Director,
Human Resources.

3. The local Human Resources (HR) Representative must submit a PA and a

Position Information Form (PIF) to the Job Evaluation Unit.

4. The AA/designee will be notified by a member of the CHRM Job Evaluation

Unit of the position number assigned to the requested position, the rate of pay
and the expiration date (for time limited positions).

B. Advertising the Vacancy:

1. Once the position has been established, field HR staff posts the position on

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:3 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

GDCJobs.com via GDC Recruitment Administration on Captiva.

2. CHRM Employment Services staff will review and approve/disapprove

vacancy request.

3. For an hourly position at Central Office, CHRM Employment Services staff

will enter the vacancy request.

C. Selection/Hiring:

1. Applicant qualifications must be reviewed by the AA/designee to screen out

those that do not meet minimum qualifications. The AA/designee review of
qualifications and screening decisions must be documented and consistent. A
review of qualifications for the selectee by the CHRM staff is not required.

2. Once an applicant has been selected, the AA/designee must ensure the Hourly

hiring package is completed.

3. Hourly Employees are to be hired on the first workday of the pay period unless

prior approval for other scheduled date is provided by the Director of Human
Resources. Hourly Employees should be scheduled to attend new employee
orientation on the hire date or next date that it is offered thereafter.

4. Completed hiring package must be submitted to the assigned CHRM Personnel

Technician (PT).

D. Time Keeping procedures and Compliance with the Fair Labor Standards Act

(FLSA):

1. All Hourly Employees must accurately report work time each scheduled

workday using GDC Timekeeping System.

a. Hourly Employees who are unable to use GDC Timekeeping System must

complete both Attachment 2, Hourly Employee Time Record and

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:4 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

Attachment 3, Hourly Employee Pay Record. The Hourly Employee Time
Record is to be retained in Local Personnel Files for three years as a record
of time worked. The Hourly Employee Pay Record is to be used as the
basis for Attachment 4, Hourly Time Sheet Report which is submitted to
CHRM.

2. It is the supervisor’s responsibility to ensure that time records are accurate and

complete and to monitor total number of hours worked.

3. Hourly Employees must comply with FLSA regulations.

4. The AA must have an established procedure for documenting approved or

unapproved absences of Hourly Employees.

5. Hourly Employees must have prior approval from the appropriate AA to work

in excess of 29 hours.

6. If an Hourly Employee’s work time exceeds the maximum, this employee must

schedule adjust for the work time overage with prior approval from the
supervisor.

7. Hourly Employees who work more than 40 hours in any work week will be

paid overtime for all hours and minutes over 40 hours.

E. Hourly Employee Pay:

1. Rate of pay for the newly hired Hourly Employee will be based upon the

designated job.

2. The AA should consult the applicable “GDC Graduated Entry Salary Scale”

available on Captiva to determine the hourly rate of pay for an applicant or
newly hired employee. The Salary Scales can be found under “Division Links”
at: Executive Operations – Human Resources – Personnel Staff Menu – Salary
and Job Reference Documents.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:5 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

3. Hourly Employees in jobs with variable hiring rates of pay (Chaplain, Teacher,

Vocational Instructor) who, after initial hire, attain a higher level of
qualifications through education and/or years of experience will be moved to
the higher rate of pay. Local HR Representatives must submit a PA to the
assigned CHRM PT.

4. Hourly Employees are paid on a pay period delay. For example, those who

begin working the 1st day of a month through the 15th day of that month will
be paid for this period of time on the last day of the same month. Employees
working from the 16th day of the month to the last day of that month will be
paid for this period of time on the 15th of the next month.

5. Supervisors must ensure that Hourly Employee time records are complete,

accurate, and submitted on time in order for the employee to be paid for time
worked. If printed sheets are used, the information from the pay form must be
entered following procedures outlined in the GDC Field Personnel Transaction
Processing Manual. Attachment 4, Hourly Time Sheet Report must be entered
and submitted to assigned CHRM PT by the Field Cut-off date for each pay
period. Late submission of Hourly Time Sheet Reports could result in the
paycheck being delayed a full pay period.

F. Benefits:

1. Hourly Employees are required to participate in the Georgia Defined

Contribution Plan, which is a retirement plan for part-time employees, unless
they are currently a retired Georgia state employee or a current full-time
employee with another state agency.

2. Hourly Employees may participate in the Deferred Compensation Plan.

3. Hourly Employees do not accrue annual or sick leave, and will not be paid for

holidays, or other time not worked.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:6 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

4. Hourly Employees are required to use direct deposit for their paychecks.

G. Performance Review:

1. Performance of an Hourly Employee will be reviewed on an annual basis.

Attachment 5, Hourly Employee Performance Review Form must be
completed for each Hourly Employee at the end of each year for the prior
performance period.

2. The employee’s immediate supervisor will complete the Hourly Employee’s

Performance Evaluation.

3. Hourly Employees must receive a rating of “Meets Expectations” on a majority

of applicable factors to be eligible for a pay increase.

4. The performance of an Hourly Employee may be reviewed at the mid-point of

the performance period. The supervisor must use Attachment 5, Hourly
Employee Performance Review Form and must indicate on the form that it is
an interim or mid-point review.

H. Separation of Hourly Employees: In the event of an Hourly Employee’s

resignation, dismissal, the expiration of the appointment, the AA must:

1. Ensure a PA is completed with the appropriate Action/Reason Code;

2. Complete a Separation Notice (DOL-800);

3. Attach a copy of the Hourly Employee’s resignation letter or AA’s letter

informing the employee of separation, dismissal, or that the time period has
expired (See SOP 104.65 Adverse Action - Unclassified Employees); and

4. Forward documents to the assigned CHRM PT.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name:Hourly Employment|Policy Name:Hourly Employment|Policy Name:Hourly Employment|
|Policy Number:104.20|Effective Date:4/27/2021|Page Number:7 of 7|
|Authority:
Commissioner|Originating Division:
Administration & Finance
Division (Human Resources)|Access Listing:
Level I: All Access|

I. Emergency Correctional Officers:

1. In the event of an emergency or disaster as declared by the Governor, the

Commissioner has the authority to appoint individuals to serve as Emergency
Correctional Officers.

2. Service as an Emergency Correctional Officer is temporary. Individuals

appointed as Emergency Correctional Officers will serve in that capacity for
the duration of the emergency/disaster only.

3. Emergency Correctional Officers may exercise peace officer powers only

within the facility/location designated in the Governor’s declaration.

4. Service as an Emergency Correctional Officer will be on an hourly basis.

Selection, appointment, compensation, and termination of individuals
appointed as Emergency Correctional Officers will be in the same manner as
that for Hourly Employees.

V. Attachments:

Attachment 1: Budget Approval/Justification Form
Attachment 2: Hourly Employee Time Record
Attachment 3: Hourly Employee Pay Record
Attachment 4: Hourly Time Sheet Report
Attachment 5: Hourly Employee Performance Review Form

VI. Record Retention of Forms Relevant to this Policy:

Upon completion, Attachment 1 shall be retained permanently in the official and local
position file. Upon completion, Attachments 2. 3, and 4 shall be retained for three (3)
years in the local time keeping file. Upon completion, Attachment 5 shall be retained
permanently in the official HR file.