EPP 71: Pay Administration

I. PURPOSE AND SCOPE

To communicate the requirements for setting pay on initial appointment and throughout employees' tenure with the County to ensure equitable and consistent administration of pay practices across County departments. 

This policy applies to Clackamas County departments, offices, and districts covered by Human Resources personnel administration.

II. AUTHORITY

This policy is established by the County Administrator's administrative rule-making authority pursuant to County Code 2.09.060.E.

Federal and state regulations, primarily federal Fair Labor Standards Act (FLSA) and State of Oregon Revised Statutes, and Oregon Equal Pay Act.

III. GENERAL POLICY

Employees will be compensated at pay rates within or at the minimum and maximum of the salary range set for their Classification/job. The following factors may be used when making pay decisions:

• seniority system,
• merit system,
• education,
• training,
• experience,
• or any combination of these factors as provided in these rules or a collective bargaining agreement.

Compensation decisions for initial salary placement to County employment are based on Bona Fide Factors as described in this policy.

IV. DEFINITIONS

1. Base Pay Rate: The rate or step in the range of the Compensation Plan to which the employee's position/classification is assigned. Base Pay Rate does not include any add-to-pay.
2. Bona Fide Factors: Factors that may lawfully be considered in determining the compensation difference between employees who perform Work of Comparable Character (WCC).
3. Classification: A group of positions with shared or similar duties, responsibilities and Minimum Qualifications to permit grouping under a common title and description.
4. Classification Advancement Path: A documented plan that establish criteria, including knowledge, licenses/certifications, skills and abilities that an employee is required to demonstrate in order to be eligible for advancement to the higher-level Classification. Some plans require completion within specified timeframes.
5. Compensation Plan (Pay Plans): Describes the salary grades, minimum pay rates, and maximum pay rates for each County Position or Classification.
6. Employee: A person who has been directly hired by Clackamas County to perform work for wages or salary. This does not include independent contractors, temporary agency employees, volunteers, unpaid interns, or participants in training administered under a state or federal assistance program.
7. Equal Pay Analysis (EPA): An Equal Pay Analysis evaluates the County's pay practices to identify and correct pay inequities, if any, between employees who perform Work of Comparable Character. 
8. EPA Experience: The number of years and months of documented experience determined to be at the same level/equivalent to the scope and levels of responsibility and accountability to the position being filled.
9. EPA Seniority: The number of years and months of Clackamas County employment used in an Equal Pay Analysis.
10. Minimum Qualifications: Minimum Qualifications are the minimum amounts of education or experience and the minimum level of knowledge, skills, abilities, licensures, certifications and other job-related requirements that must be met for a candidate to be considered for a Position.
11. Oregon Equal Pay Act (OEPA): An Oregon law that makes it an unlawful employment practice for any employer to discriminate in the payment of wages or other compensation between employees who perform Work of Comparable Character because of their gender, race, age, or other protected characteristic.
12. Placement Event: A Hire, Re-hire, Reclassification, Transfer, Promotion, Demotion, or Salary Grade Adjustment is a Placement Event, which means, if approved, will result in a compensation review.
13. Position: A group of duties and responsibilities designed to be performed by the employment of one qualified individual. Multiple positions can be assigned to one Classification.
14. Position Review: Process used by Human Resources to assign each Position to the correct Classification. The goal is to assure that the same title, salary range, qualification requirements, training, performance standards, etc. are applied uniformly to all Positions similar in responsibilities, duties and skills.
15. Promotion: When an existing employee is hired into a different classification with a higher salary range.
16. Reclassification: A process/action that changes the Classification assignment of a Position (vacant or filled by an employee) based on changes in the scope, duties and responsibilities of the work assigned.
17. Salary Placement Assessment (SPA): A process to determine an equitable Base Pay Rate upon review of a candidate or employee's Bona Fide Factors and the Minimum Qualifications of their Position.
18. Transfer: Movement of an eligible employee to a different Position within the same Classification. A Transfer occurs within the employee's current department (Intra) or results in movement to a different department/appointing authority (Inter), and may be voluntary or involuntary.  
19. Work of Comparable Character (WCC): Work that requires substantially similar knowledge, skills, effort, responsibility, and working conditions in the performance of work regardless of Position Description or job title.
20. Work Out-of-Classification: When an employee is assigned and/or authorized to perform duties of a higher paid Classification for a limited span of time. 

V. POLICY GUIDELINES

Compensation Plan

The Department of Human Resources is responsible for maintaining the Compensation Plan and presenting the County Administrator with information as to the adequacy of the County's Compensation Plan. The County Administrator has the final authority over the Compensation Plan.

Salary grades and associated ranges within the Compensation Plan will be established based on Work of Comparable Character, availability of labor, market pay rates, and financial conditions of the County. The County Administrator shall approve compensation of all jobs covered by the Classification Administration and Pay Administration Policies.  

Salary Grade Adjustments (Salary Grade Changes)

The County Administrator, based on the Department of Human Resources' recommendations, may approve adjustments in salary grade(s) as necessary to attract and retain competent employees and to ensure internal pay equity between the various Classifications. Such Salary Grade Adjustments are to be distinguished from salary increases based on time in classification or exceptional performance.

Cost of Living Adjustment (COLA)

The County may adjust the Compensation Plan by applying a COLA. The County follows a practice of aligning a COLA percentage to an identified US Consumer Price Index. A COLA may be influenced by Collective Bargaining Agreement (CBA) language.

Minimum Wage

The County complies with the minimum Base Pay Rate as established by the State of Oregon.

Minimum Qualifications of Classifications

Each Classification and position have Minimum Qualifications which are established based on the specialized knowledge and responsibilities of the work performed. Minimum Qualifications include experience, education, training and/or certification, skills and abilities. Every employee and referred candidate must meet the established Minimum Qualifications.

Meeting the Minimum Qualifications for a Classification correlates to an equitable Base Pay Rate at the minimum of the salary range for employees and referred candidates. Exceeding the Minimum Qualifications typically correlates to a Base Pay Rate above the minimum of the salary range.

For the purposes of determining pay for a candidate/employee, Clackamas County uses three Bona Fide Factors: EPA Seniority (seniority system), EPA Experience (experience), and performance (merit system) to the extent these factors are documented and can be verified.

Employees who perform Work of Comparable Character must be paid the same unless the entire difference is based on one or more Bona Fide Factors applied in a consistent manner.

Upward Action Determination

There are a variety of Placement and post-Placement Events that change an employee's current salary grade, and therefore, may impact an employee's Base Pay Rate. Human Resources Department, Classification and Compensation uses a 4.0% comparison to determine if an action is upward in nature. An upward action occurs when the maximum hourly pay rate of the new salary range is at least 4.0% higher than the maximum hourly pay rate of the current salary range.

Probation Associated with Placement Events

There are a variety of Placement Events that require an employee to serve an amount of time in a probationary status. This probation is in addition to and not the same as the initial probation an employee serves as a new hire or rehire to the County. There may be situations where these two distinct probation timeframes are served concurrently or where the overall amount of time an employee serves in a probationary status is lengthened to complete both probation timeframes. The duration of these required probation periods is never shortened.

Red Circle or EPA Related Base Pay Rate Freeze

Under rare circumstances during a Placement Event, Human Resources may recommend continuing the Base Pay Rate of an employee if the employee's Base Pay Rate is above the maximum pay rate of a Placement Event's salary range. This action is referred to as a red circle and requires County Administrator approval. If red circling is approved, the employee's Base Pay Rate will be held constant, which means the employee will not be eligible to receive pay adjustments such as salary increases and Cost-of-Living Adjustments, until the salary range of their position/classification exceeds the red circled Base Pay Rate.

Under certain circumstances, if an employee is found to be above the expected pay rate because of an Equal Pay Analysis, the County may apply an EPA Freeze to hold the base pay rate constant as other employees come into alignment.

VI. PROCESS AND PROCEDURES

Placement Event: Entrance Salary (New Hire / Rehire)

With any Placement Event, Classification and Compensation will conduct a Salary Placement Assessment (SPA) to determine an equitable Base Pay Rate based on the applicant or employee's Bona Fide Factors. The Base Pay Rate must be a rate within the salary grade/range of the applicant or employee's new Classification.

The following procedures will be used to ensure accuracy and equity for all new hires and rehires:

1. The applicant or employee will be given an opportunity to describe their relevant prior external and internal experience. External experience is experience gained with any other employer, committee, association and organization. Internal experience is experience gained while working in the County's employment. In compliance with Oregon EPA, the County does not seek the salary history of a new hire applicant.
2. Classification and Compensation will compare the applicant or employee's EPA Experience against the Minimum Qualifications for the Position.
   1. If an applicant or employee's EPA Experience meets, but does not exceed, the Minimum Qualifications for the Position and the employee does not have EPA Seniority, Classification and Compensation will offer the minimum pay rate or first step in the salary range as the Base Pay Rate.
   2. If an applicant or employee's EPA Experience exceeds the Minimum Qualifications for the Position, Classification and Compensation may offer a Base Pay Rate higher than the minimum pay rate or first step in the salary range. The offered rate will be commensurate with how much EPA Experience the applicant or employee has beyond the Minimum Qualifications for the Position, and/or the County EPA Seniority if applicable. For salary ranges that utilize steps, the offered rate will be the closest step.
   3. The maximum Base Pay Rate that may be offered to an applicant with no County EPA Seniority within the last three years is 5% below the maximum pay rate within the relevant salary range.
   4. An employee rehired, including a retiree, is not guaranteed the same Base Pay Rate they had at the time they left the County's employment. The Base Pay Rate at rehire may be higher or lower, depending on the outcome of the Salary Place Assessment as described above.
      1. Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:
      2. Probation is twelve (12) calendar months from date of hire/rehire. This Probation does not apply to Temporary, Seasonal Temporary, On-Call status, nor Non-represented Employment Agreement positions.
      3. Salary Increase Eligibility Date is first of the month following six (6) full calendar months from date of hire/rehire, and then on an annual cycle from that date.

Placement Event: Rehire Reinstatement into Same Classification

Base Pay Rate: The Base Pay Rate for a former employee reinstated to an eligible vacant Position within the Classification held at time of resignation will be determined by considering both methods listed below, applying the method that yields the higher pay rate.

1. Human Resources will complete a Salary Placement Assessment in the same manner as a Placement Event in accordance with the provision of the Oregon Equal Pay Act.
2. A review of the Base Pay Rate at time of resignation from the County. Employee is offered the higher of the two rates, not to exceed the maximum of the salary range.
   1. Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:
   2. Probation is not applied, unless employee was serving a non-initial County probation which would be reinstated.
   3. Salary Increase Eligibility Date is first of the month following six (6) full calendar months from date of reinstatement, and then on an annual cycle from that date.
3. Placement Event for Rehire Reinstatement into Same Classification does not apply to:
   1. Initial County Probationary status
   2. Limited Term Appointment status
   3. Retiree status
   4. Temporary, Seasonal Temporary, On-Call status
   5. Non-represented Employment Agreement Positions

Post Placement Event: Salary Increase

New employees or promoted employees who meet performance expectations are eligible for advancement to the next step or applicable percentage increase within the salary grade for their Classification on the first of the month following six (6) months from their first day of work in the Position.

Thereafter, employees who continue to meet performance expectations are eligible for a salary increase at the conclusion of twelve (12) months of continuous service since their last in-grade salary adjustment other than an approved exceptional increase. Eligibility for salary increases shall continue in this manner until employees reach the last step or maximum rate in their respective salary grade.

Temporary and Less than Half Time Part-Time Employees are eligible for additional merit reviews within their job's salary grade after every two years of employment with no break in service following their last merit review. Based on the number of annual hours worked during the first year within the two year period and no breaks in service, an employee may be eligible for an additional merit. Merit increase shall be three and one-half percent (3.5%).

Denial or Deferral of Salary Increase: An employee whose salary increase is denied may be eligible for an increase following an additional six-month period during which successful performance is monitored and documented. If such a salary increase is granted, the employee's new date of eligibility for a salary increase shall be one year from the date of the last salary increase.

Exceptional Salary Increase: An Appointing Authority may request an exceptional increase for an employee when the employee's performance is outstanding in relation to other employees in the same department, and the employee's outstanding performance is documented according to a written performance evaluation. This request is reviewed by Classification and Compensation with a recommendation presented to the County Administrator for final decision and approval. This recommendation includes a review of the reasoning cited for the increase, review of Bona Fide Factors used for the Work of Comparable Character group and the internal alignment based on those factors. The amount of an exceptional increase is limited to the maximum amount of a regular salary increase or one step, not to exceed the maximum of the range. Exceptional increases will not affect an employee's established salary increase date.

Placement Event: Salary Grade Adjustment (Salary Grade Change)

A Salary Grade Adjustment that results in an increase or decrease to the minimum and/or maximum pay rates of the range may require a review of the impacted employees' Base Pay Rates.

Classification and Compensation will consider the employee's current pay rate in relation to the new salary grade and based on the Bona Fide Factors considered in the Salary Placement Assessment process, may adjust the employee's Base Pay Rate. An employee's base pay rate within the new salary range will not be reduced as a result a Salary Grade Adjustment unless it exceeds the maximum pay rate of the new salary range. If it exceeds, the employee's Base Pay Rate will be reduced to the maximum of the new salary range.

Associated with this Placement Event:

• Probation is not impacted.
• Salary Increase Eligibility Date is not impacted.

Placement Event: Promotion

The new Base Pay rate for a promoted employee will be determined by considering both methods listed below, applying the method that yields the higher pay rate.

1. Human Resources will complete a Salary Placement Assessment in the same manner as a Placement Event in accordance with the provision of the Oregon Equal Pay Act.
2. An increase of 3.5% to the employee's Base Pay Rate, not to exceed the maximum of the new Classification's salary range.
3. Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:
   1. Probation is six (6) full calendar months from date of Promotion.
   2. Salary Increase Eligibility Date is adjusted to the first of the month following six (6) full calendar months from date of Promotion, and then on an annual cycle from that date.
4. Placement Event for Promotion does not apply to:
   1. Temporary, Seasonal Temporary, On-Call status
   2. Non-represented Employment Agreement Positions

Promotion via Classification Advancement Plan

The Human Resources Director has authority to approve formal Classification Advancement Plans (Training and Development Plan/Promotional Path). If the Classification is represented, Union approval is also required.

Classification and Compensation and Department management work closely to design formal Classification Advancement Plans where appropriate. Approved plans are maintained by the Human Resources Department. Classification Descriptions will include language designating the Classification as having an approved Classification Advancement Plan.

When an employee successfully completes the Classification Advancement Plan and is therefore deemed qualified, the following applies:

1. Promotion to a Vacant Position: When a vacancy occurs, management may request a list of employees on the internal eligibility register, or
2. Promotion Within Same Position: When the Classification states a required timeframe, the employee must successfully complete the training and development program within the required timeframe and be promoted.
3. Base Pay Rate determination: Human Resources will assign a new Base Pay Rate as outlined in the Classification Advancement Plan or by completing a Salary Placement Assessment as per Placement Event: Promotion.

Placement Event: Reclassification

1. Upward Reclassification: 
   The new Base Pay Rate following Reclassification will be determined by considering both methods listed below, applying the method which yields the higher rate.
   1. Human Resources will complete a Salary Placement Assessment, in accordance with the provision of the Oregon Equal Pay Act.
   2. A 3.5% (or one step) increase above the employee's Base Pay Rate immediately prior to the date of Reclassification, not to exceed the maximum of the higher Classification's salary range.
2. Other Reclassifications:  
   Employee's Base Pay Rate will be determined by considering both methods listed below, applying the method that yields the higher pay rate.
   1. Human Resources will complete a Salary Placement Assessment, in accordance with the provision of the Oregon Equal Pay Act.
   2.  Employee's Base Pay Rate immediately prior to the date of Reclassification, not to exceed the maximum of the new Classification's salary range.

Effective date of Reclassification: Employees who meet the reclassification criteria will be reclassified effective the date the employee completes and signs a Position Questionnaire. Effective date may be adjusted if the employee does not meet Reclassification criteria at the time the employee signed the Position Questionnaire.

If an employee is reclassified/reassigned into a newly developed classification, the effective date will be the date the new classification was approved by the County Administrator. The employee's merit date shall be changed to the first of the month following six (6) full months from the effective date of the reclassification, and every twelve (12) months thereafter of continuous service until reaching the maximum of the grade.

Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:

1. Effective Date: The date the employee completed and signed a Position Classification Questionnaire (PCQ).
   • Effective date may be adjusted where the employee did not meet Reclassification criteria at the time the employee signed the PCQ.
2. Effective Date for Reclassification to a new Classification: The date the new classification was approved by the County Administrator.
   • Effective date may differ if specified in approved staff report.
3. Probation is six (6) calendar months from date of Upward Reclassification.
   • Other Reclassifications: no Probation.
4. Salary Increase Eligibility Date for Upward Reclassification is first of the month following six (6) full calendar months from effective date of reclassification, and every twelve (12) months thereafter of continuous service until reaching the maximum of the salary grade.
   • Other Reclassifications: no change to Salary Increase Eligibility Date.
5. Placement Event for Reclassification does not apply to:
   • Temporary, Seasonal Temporary, On-Call status

Personnel Action/Placement Event: Transfer With Different Salary Range

In unique cases where the same classification may carry a different salary range, the transfer is considered a Placement Event and as such, Base Pay Rate will be determined by considering both methods listed below, applying the method that yields the higher pay rate.

1. Human Resources will complete a Salary Placement Assessment in the same manner as a Placement Event in accordance with the provision of the Oregon Equal Pay Act.
2. Employee's Base Pay Rate immediately prior to the date of Transfer.

Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:

1. Probation is six (6) full calendar months from date of Transfer.
2. Salary Increase Eligibility Date is not changed. A performance review will be conducted by new supervisor six (6) months from date of Transfer.

Impact of Transfer to benefits and seniority:

Category	Impact
Accrued Sick Leave	Retained, as allowed by new Position's collective bargaining agreement and/or applicable policies including if changing FTE.
Accrued Vacation	Retained, as allowed by new Position's collective bargaining agreement and/or applicable policies including if changing FTE.
Compensatory Time	Employee does not lose any accrued compensatory time. As agreed upon by the current and new appointing authorities, accrued compensatory time is: 1) transferred with employee, 2) paid by current appointing authority prior to transfer, or 3) used by employee prior to transfer.
Longevity Dates/Credit	Retained, unless new Position is subject to different non-represented policies or collective bargaining agreement language. Any change to insurance benefits will be effective the first of the month following the date of Transfer.
Seniority	Retained, unless new Position is subject to different non-represented policies or collective bargaining agreement language. Any change to insurance benefits will be effective the first of the month following the date of Transfer.
Insurance Benefits	Retained, unless new Position is subject to different non-represented policies or collective bargaining agreement language. Any change to insurance benefits will be effective the first of the month following the date of Transfer.

Placement Event: Entrance Into Classification with Lower Salary Range via:

• Voluntary Demotion
• Voluntary Demotion in Lieu of Layoff
• Involuntary Demotion
• Career Change Demotion
• Reassignment – ADA/Worker's Compensation

These actions result in the movement of an employee to a Position in a new Classification that carries a lower salary range.

Human Resources will determine the New Base Pay Rate by completing a Salary Placement Assessment in the same manner as a Placement Event in accordance with the provision of the Oregon Equal Pay Act.

Involuntary Demotion: Classification and Compensation will conduct a Salary Placement Assessment similar to voluntary and career change demotions, unless otherwise specified in a disciplinary action.

Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:

1. Probation is six (6) full calendar months from date of entrance.
2. Salary Increase Eligibility Date is first of the month following twelve (12) full calendar months from date of entrance, and then on an annual cycle from that date.
3. Career Change Demotion: Salary Increase Eligibility Date is first of the month following six (6) full calendar months from date of entrance, and then on an annual cycle from that date.

Placement Event for Entrance into Classification with Lower Salary Range, excluding for Reassignments – ADA/Worker's Compensation, does not apply to:

1. Temporary, Seasonal Temporary, On-Call status.

Demotion in Lieu of Layoff does not apply to Limited Term Appointment Status.

Placement Event: Appointment from Layoff Register

This Placement Event applies to situations where an appointment is made from a recall/layoff list for a current or former employee to return to a vacant Position within the Classification held at time of layoff from the County/reclassification.

Base Pay Rate: The Base Pay Rate will be determined by considering both methods listed below, applying the method that yields the higher pay rate.

1. Human Resources will complete a Salary Placement Assessment in the same manner as a Placement Event in accordance with the provision of the Oregon Equal Pay Act, unless specified otherwise in a collective bargaining agreement.
2. A review of the Base Pay Rate at time of layoff/reclassification or placement on layoff list plus cost-of-living adjustments and other Salary Grade Adjustments. Employee is offered the higher of the two rates, not to exceed the maximum of the salary range.
3. Associated with this Placement Event, unless specified otherwise in a collective bargaining agreement:
   1. Probation is six (6) full calendar months from date of recall if different workgroup and/or department.
      1. No probation if return to same or similar workgroup within the department.
   2. Salary Increase Eligibility Date is first of the month following six (6) full calendar months from date of recall, and then on an annual cycle from that date.
4. Placement Event for Recall/Layoff List does not apply to:
   1. Limited Term Appointment status
   2. Temporary, Seasonal Temporary, On-Call status
   3. Non- represented Employment Agreement Positions
   4. Initial County Probationary status

Placement Event: Work Out-of-Classification

To facilitate operations, management may assign employees work to fulfill a role or need that is outside the scope of the employee's current Classification.

Work Out-of-Classification (WOC) is a form of add-to-pay which occurs when an employee is assigned and/or authorized to perform duties of a higher paid Classification for a limited span of time. At the conclusion of a paid WOC assignment, the WOC add-to-pay is removed.

WOC is intended to apply only to work situations where the difference between work levels and duties and responsibilities are clear, where the employee meets the criteria for a WOC assignment, and the intent is temporary in nature.

WOC does not:

• Apply when additional supervisory responsibilities or other newly assigned duties are described in the employee's current classification.
• Provide higher level pay for an employee who gradually or through normal assignment believes they are working at a higher Classification level. This situation is to be addressed through Classification and Compensation's Position Review process.
• Provide higher level pay for an employee in a developmental status where the employee is completing a formal Classification Advancement Plan or other training plan, or is assigned some duties of a higher-level Position. As the employee in a developmental status is not fully performing the work of a higher level classification, and may not meet the Minimum Qualifications of the higher level classification, no WOC pay would be granted.
• Change existing status accruals such as seniority, eligibility for salary increases, vacation, and other benefits at the higher classification level

Criteria for Work Out-of-Classification:

Work Out-of-Class may be continuous or hourly. In order to perform continuous out of class work (previously TOC) or hourly out of class work (previously SOC), employees must meet the following criteria:

• Meet the higher Classification's Minimum Qualifications to perform approved out of class work.
• Perform approved out of class work for the majority of the employee's time during the assignment, which is understood to be a minimum of 75% of the employee's time during the assignment.
• Work out of class assignment is designated continuous, not hourly, when management's intent for the assignment is a minimum of 30 consecutive days unless specified otherwise in a collective bargaining agreement.

Management is responsible for processing a Personnel Action form and monitoring the duration of assignment and end date.

Continuous Work Out-of-Class (WOC1): The continuous add-to-pay rate will be determined by considering both methods listed below, applying the method that yields the higher pay rate, not to exceed max of designated Classification's salary range.

1. Human Resources will complete a Salary Placement Assessment in the same manner as a Placement Event in accordance with the provision of the Oregon Equal Pay Act.
2. A 3.5% (or one step) increase above the employee's Base Pay Rate, not to exceed the maximum of the higher Classification's salary range.
3. An employee will typically receive WOC1 pay effective the date the assignment began.

Hourly Work Out-of-Class (WOC2): Determination of pay for Hourly Work Out-of-Class pay is 3.5% of base hourly rate or to the minimum of the range, whichever is higher, not to exceed max of designated Classification's salary range.

For rare circumstances where Classification and Compensation has approved a WOC assignment for an employee who has been authorized to perform work outside the scope of their current Classification that is higher level, clearly defined, and the majority of the employee's time but not described by an existing Classification, the WOC add-to-pay rate is 3.5% (or one step) increase above base hourly pay rate.  

Work Out-of-Class During Position Reviews: It is not appropriate to place an employee into a WOC1 or WOC2 status during a PCQ Review/Reclassification request. As part of Classification and Compensation's process for PCQ Reviews/Reclassification requests, an employee's time spent working out of Classification will be identified. At the conclusion of the PCQ review, any identified retroactive work out of Classification time will be calculated by Payroll.

Refer to Collective Bargaining Agreement language for premium pay related to designated trainers/training officers/field training officers.

This Placement Event for Work Out-of-Classification does not apply to:

1. Temporary, Seasonal Temporary, On-Call status

Add-To-Pay: Bilingual Pay

Employees who have passed a bilingual proficiency test and are serving in positions designated by Departments and Human Resources as bilingual are eligible to receive the bilingual add-to-pay. Bilingual Pay is paid as an additional 5% of base hourly rate.

The bilingual requirements must be documented in the appropriate non-represented or represented classification description, written job description, job posting, and on the position description.

Continuous Bilingual: Position requires employee to use second (or more) language, including American Sign Language (ASL), as a condition for holding a particular Position. Requirement is designated on Position Questionnaire and Certification of Bilingual Skills.

Sporadic Bilingual: Position does not require the use of second (or more) language, including American Sign Language (ASL), as a condition for holding a particular Position, but employee is authorized by their supervisor to utilize their bilingual skills in a sporadic nature. and when filling in for a bilingual required Position.

Required Use or Sporadic Use must be documented by an approved certification of bilingual requirement form and required per the classification.

Sporadic Use: Employee is paid for actual time performing bilingual duties, rounded up to the nearest fifteen minutes. Sporadic Bilingual Pay does not apply to non-represented positions.

Special Pay Considerations for Designated Non-represented Positions/Classifications

The County Administrator holds the authority to approve special pay in a manner that is compliant with federal, state, and local laws. In approving special pay and designating a specific non-represented Position(s)/Classification(s) as eligible for special pay, the County Administrator will consider Classification and Compensation's OEPA analysis and recommendation conducted on a request from an Appointing Authority. Approved special pay will document the eligibility criteria, Bona Fide Factors, and terms of the special compensation. Special pay may be discontinued at any time on a prospective basis at the County Administrator's discretion.

The County Administrator also holds the authority to designate specific non-represented Classifications/Positions for employment agreement status. Employment agreements may include language regarding the employee's eligibility for merit system compensation.

EPPs Containing Additional Relevant Information

• EPP 21 – Position Allocation and Job Requisition Procedures
• EPP 70 – Classification Administration

For additional information regarding the Reclassification and refill of an existing Position and to establish a new Position, refer to EPP 21 Position Allocation and Job Requisition Procedures.

For information regarding the actions and processes that impact or change an employee's Classification, refer to EPP 70 Classification Administration.

VII. ACCESS TO POLICY

Access to this administrative policy will be:

• Filed in the County's policy management system, Power DMS
• Posted to the County's internet.

Name of Policy: Pay Administration 
Policy #: EPP 71
Policy Owner Name: Evelyn Minor-Lawrence
Policy Owner Position: Human Resources Director
Approved By: Gary Schmidt, County Administrator
Effective Date: 3/14/2026
Approved Date: 3/10/2026
Next Review Date: 3/14/2026