902 KAR 8:060. Salary adjustments for local health departments.

 

      RELATES TO: KRS 211.170(1), (2), 211.1751, 211.1752, 211.1755, 212.170, 212.870

      STATUTORY AUTHORITY: KRS 194A.050(1), 211.1755(2)

      NECESSITY, FUNCTION, AND CONFORMITY: KRS 211.1755(2) requires the cabinet to promulgate administrative regulations establishing the policies and procedures of the local health department personnel program. This administrative regulation sets forth the policies and procedures regarding salary adjustments for local health departments.

 

      Section 1. Salary Upon Appointment. (1) The entrance salary of an employee entering employment shall be at the minimum of the range established for the class to which the employee is appointed, unless otherwise approved by the department, based on the criteria established in subsections (2) and (3) of this section.

      (2)(a) Prior to the start date of a new employee, a new minimum entrance salary may be established by an agency, with the approval of the department, if it is determined that it is not possible to recruit qualified employees for a class of positions at the established entrance salary to attract qualified applicants. This shall be approved by the agency and the department before the start date of employment.

      (b) If an appointment is made at the newly-established minimum entrance salary, employees of the agency in the same class paid at a lower salary shall have their salaries adjusted to the newly-established minimum entrance salary.

      (c)1. If a new minimum entrance salary is established by an agency for a specified class, in addition to the adjustment required by subsection (3) of this section, based on documented recruitment needs, or a new entrance salary is established by a compensation plan change, the department may approve a salary adjustment for employees in the same class.

      2. The adjustment shall be a fixed amount provided to each employee in the classification and shall not exceed the amount of increase applied to the newly established minimum.

      3. In fixing salaries for this adjustment, an appointing authority shall afford equitable treatment to all employees affected by the adjustment.

      (3)(a) An appointment of an applicant who meets the minimum requirements for a position may be made at a higher entrance salary than the established minimum, within the salary range applicable to the class, if:

      1. The newly-appointed employee has previous, relevant experience above the minimum requirements of the job;

      2. It is necessary to attract qualified applicants; and

      3. The newly-appointed employee’s hire rate does not exceed the salary of a present employee in the same classification with the comparable years of relevant experience, education, and training.

      (b) If the individual possesses qualifications in training and experience in addition to the minimum requirements for the class, the newly-appointed employee may receive a two (2) percent salary adjustment, not to exceed the midpoint, for each year of appropriate experience and education or training in excess of the minimum requirements for the respective classification.

      (c) An employee possessing the same qualifications, in the same class of positions, in the same agency, and who is paid below the entrance salary level as adjusted for the newly-appointed employee, shall have his or her salary adjusted to the approved entrance salary level.

 

      Section 2. Initial Probationary Salary Adjustment (1) The appointing authority shall grant an employee a five (5) percent increase in salary upon successful completion of the required initial employment probationary period of thirteen (13) pay periods. The salary adjustment shall take effect the first pay period following completion of the probationary period.

      (2) Except as provided for in 902 KAR 8:080, Section 3(3), an employee shall not be given an original probationary increment more than once for successful completion of the probationary period in the same classification.

 

      Section 3. In-Range Salary Adjustment. (1) An appointing authority may request a salary adjustment not to exceed five (5) percent if an employee is assigned permanent job duties and responsibilities which are more complex and difficult than current job duties, but are less than those indicated through a reclassification.

      (2) Only one (1) in-range salary adjustment shall be allowed for an employee per classification.

 

      Section 4. Salary Adjustment Due to a Position Reclassification. (1) A position shall be reclassified if the duties and responsibilities of a position have materially changed.

      (2) An agency, based on an evaluation of a position, may request a reclassification to a different position:

      (a) Within the same classification series that has more complex nonsupervisory job duties and responsibilities and has a higher grade level;

      (b) That has supervisory responsibilities and a higher grade level; or

      (c) In a different classification series that has the same or higher grade level.

      (3) An employee that occupies the position to be reclassified shall:

      (a) Meet the minimum requirements of the new classification;

      (b) Not have previously performed the job duties of the new classification; and

      (c) Serve a probationary period of thirteen (13) pay periods if the reclassification is to a supervisory position or a different classification series within the same grade. If the employee has performed satisfactorily, as determined by the employee’s supervisor, the employee shall receive a three (3) percent salary increase at the end of the probationary period.

      (4) An employee that is reclassified with or without probation to a position having a higher pay grade shall receive a salary increase that is the higher of:

      (a) Five (5) percent of the employee’s current salary;

      (b) Three (3) percent for each grade increase to the new position not to exceed ten (10) percent; or

      (c) The minimum salary of the grade assigned to new position.

 

      Section 5. Promotion of an Employee to a Vacant Position. (1) An employee may be promoted upon the request of an appointing authority if the employee meets the minimum requirements of the vacant position having a higher salary determined by the department to have and more extensive and complex job duties and responsibilities.

      (2) An employee who is advanced to a higher pay grade through a promotion shall receive a salary increase that is the higher of:

      (a) Five (5) percent;

      (b) Three (3) percent for each grade increase to the new position not to exceed ten (10) percent; or

      (c) The minimum salary of the new position.

      (3)(a) The employee shall serve a promotional probationary period of thirteen (13) pay periods and, except as provided by paragraph (b) of this subsection, shall receive a three (3) percent salary increase following satisfactory completion of the probationary period, as documented by the performance evaluation;

      (b) If the employee was promoted while serving an initial probation, the employee shall receive a five (5) percent increment in salary in lieu of a three (3) percent increase.

 

      Section 6. Demotion. If an employee is demoted, the appointing authority shall determine the salary in one (1) of the following ways:

      (1) If an employee requests a voluntary demotion:

      (a) The employee’s salary shall be reduced by five (5) percent; and

      (b) The employee’s salary shall be reduced by an additional three (3) percent if the voluntary demotion is to a position that no longer requires supervisory responsibilities;

      (2) If the demotion is due to reorganization by the agency, the employee may retain the salary received prior to demotion. If the employee’s salary is not reduced upon demotion, if funding is sufficient the appointing authority shall explain the reason in writing and place the explanation in the employee’s personnel files; or

      (3) The salary of an employee who is demoted because of a documented disciplinary problem or inability to perform a duty or responsibility required of the position shall be reduced to the lesser of ten (10) percent or to the minimum of the new grade.

 

      Section 7. Salary Upon Reinstatement of Former Employee. (1) A former employee may be reinstated to a position for which the employee was previously employed.

      (2) The salary of an employee that is reinstated shall be:

      (a) At a salary level offered by the appointing authority if not above the salary the employee made at the time of separation;

      (b) At the same pay rate the employee had been paid at the termination of service, if the time period between separation and reinstatement does not exceed three (3) years; or

      (c) At a higher salary rate if justified on the basis of:

      1. Additional qualifications that have been obtained by the employee since separation from the agency;

      2. Established minimum entrance salary above the former salary; or

      3. Compensation plan changes.

 

      Section 8. Lump Sum Merit Payment. (1) The appointing authority, with the approval of the department, may award a regular, full-time, part-time 100 hour, or part-time employee a merit lump sum payment.

      (2) The appointing authority may grant a lump sum payment to an employee meeting the eligibility criteria of this section in an amount not to exceed eight (8) percent of the established minimum of the employee’s classification grade during the annual evaluation period of twenty-six (26) pay periods.

      (3) A lump sum payment may be granted by the appointing authority with the approval of the department, to an employee meeting the following eligibility criteria:

      (a) The employee has completed the initial probationary period required on appointment; and

      (b)1. The employee’s job performance is consistently above what is normally expected or required by the job duties and responsibilities; or

      2. The employee has successfully completed a special project of significant importance to warrant special attention.

      (4) The appointing authority shall prepare and submit written documentation to the department that shall substantiate that the employee satisfies the eligibility criteria in this section for the lump sum payment to be effective.

      (5) The appointing authority shall inform the Board of Health the number of lump sum payments granted during the fiscal year that exceed $2,000 per payment.

      (6) An agency may grant a one (1) time lump sum payment across the board during the fiscal year to all employees in recognition of the agency exceeding expectations.

      (a) The flat amount per employee shall not exceed $1,000; and

      (b) The appointing authority shall receive prior approval from the Board of Health and the department.

 

      Section 9. Responsibility Pay or Detail to Special Duty. (1) An employee may be detailed to special duty on a temporary basis, not to exceed twenty-six (26) pay periods, to:

      (a) Occupy a position and assume the job duties and responsibilities of an employee on an approved leave of absence or an employee that has separated from the agency; or

      (b) To undertake a special project assigned by the appointing authority in addition to the employee’s regular duties and responsibilities.

      (2) An employee who is approved for detail to special duty shall receive a salary increase of five (5) percent over the salary received prior to detail to special duty.

      (3) After completion of the special assignment, the employee shall be transferred to the former classification or resume normal duties with the employee's salary reduced by the salary rate increase received for the detail assignment.

      (4) An employee shall be entitled to salary increases provided by the agency during the special assignment.

 

      Section 10. Educational Achievement and Skill Enhancement Pay. (1) The job-related skill enhancement pay shall be granted to recognize and reward an employee who takes the initiative through his or her own efforts to increase job worth and significantly enhance his or her value to the agency by achieving a higher level of performance through a prescribed course of study in the employee's job field.

      (2) An agency may elect not to participate in the educational achievement program and advise the department in writing, if sufficient funds are not available.

      (3) An employee shall not receive more than one (1) educational achievement award in a fiscal year.

      (4) An appointing authority may grant a five (5) percent increase to an employee’s salary for completing a high school diploma, high school equivalency certificate, or a passing score on the GED test if:   (a) The employee has obtained the high school diploma, equivalency certificate, or passing score on the GED test:

      1. Outside of work hours; and

      2. While in the employment of the agency;

      (b) The employee has not previously attained a high school diploma, equivalency certificate, or passing score on the GED test; and

      (c) The employee has not completed college coursework on the undergraduate or graduate level prior to obtaining the high school diploma, equivalency certificate, or a passing score on the GED test.

      (5) An appointing authority may grant a five (5) percent increase to an employee’s salary for postsecondary education or training if:

      (a) The department has determined the employee has completed 260 hours of job-related classroom instruction;

      (b) The employee began the course work after becoming an employee of the agency and completed the course work after establishing an increment date;

      (c) The employee has completed the course work within five (5) years of the date on which it began;

      (d) The course work has not previously been applied toward an educational achievement award;

      (e) The agency has not paid for the course work or costs associated with it; and

      (f) The employee was not on educational or extended sick leave when the courses were taken.

      (6) An appointing authority may grant, with the approval of the department, an employee a lump sum payment not to exceed three (3) percent of the employee’s grade minimum to an employee that presents a certificate, license, or other evidence of mastering a body of knowledge obtained through a prescribed course of study that is directly related to the position held and based on this evidence is identified as an approved program by the department with the advice of the council and agencies.

      (7) The salary adjustment for educational achievement shall not include on the job training provided by or required by the agency as part of the assigned job duties and responsibilities.

 

      Section 11. Other Salary Adjustments. (1)(a) An agency may submit a request to the department substantiating the need for a specific salary adjustment to address:

      1. Compensation issues of the agency that negated the ability of the agency to commit available financial resources to salary adjustments based on the most recent compensation plan changes;

      2. Special working conditions;

      3. After hours adjustment if working hours cannot be adjusted;

      4. Internal or external equity issues among individual employees or groups of employees; or

      5. Other specific circumstances.

      (b) The request shall address:

      1. The nature of the salary problem;

      2. The consequences of the salary issue;

      3. Recommendation of a equitable resolution; and

      4. Other pertinent information substantiating the need for the salary adjustment.

      (c) The department may undertake a review of the request to determine the validity of the request, the impact on the submitting agency, and the impact on other agencies.

      (2)(a) An agency may grant a one (1)-time salary adjustment for all employees during the fiscal year to:

      1. Respond to retention and recruitment needs and issues of the agency based on the inability of the agency to attract and maintain a qualified workforce in order to provide services; or

      2. Place the agency in a more favorable competitive market and equity position based on an assessment of comparable agencies.

      (b) The salary adjustment shall be a prescribed amount given to an employee determined by:

      1. Applying an amount not to exceed five (5) percent to the employee’s grade minimum;

      2. Applying an amount not to exceed five (5) percent to the employee’s grade midpoint; or

      3. Specifying a fixed hourly amount that would be provided to an employee.

 

      Section 12. Discretionary Salary Increases. (1) The appointing authority may grant, with the approval of the department, a salary increase not to exceed five (5) percent for a regular status employee or employees who have demonstrated, based on the current performance evaluation, excellent performance and achievement.

      (2) The Board of Health may grant, with the approval of the department, a salary increase not to exceed five (5) percent for a regular status public health director or administrator who has demonstrated, based on the current performance evaluation, excellent performance and achievement. The increase shall be limited to one increase per twenty-four (24) months. (19 Ky.R. 2763; Am. 20 Ky.R. 369; 513; eff. 9-3-93; 21 Ky.R. 582; 1324; eff. 10-19-94; 22 Ky.R. 1156; eff. 2-12-96; 24 Ky.R. 2194; 25 Ky.R. 108; 568; eff. 8-19-98; 27 Ky.R. 2252; 2807; eff. 4-9-2001; 32 Ky.R. 976; 1662; eff. 3-9-06; 37 Ky.R.1769; 2163; eff. 4-1-11.)