Chapter 2

Section I: Classification and Compensation

Objective: Maintain a job classification structure and compensation plan for a high-performing workforce.

A. Classification Structure

• Purpose: Organize job tasks for LDSS performance.
• Components: Aligns with federal occupational categories; includes job descriptions, KSAs and education/training requirements.

B. Compensation Schedule

• Purpose: Provide uniform structure for local plans ensuring competitive salaries.
• Components: Occupational codes, titles, pay bands, tiers and salary ranges.

C. Maintenance

VDSS HR reviews and updates classification and compensation schedules; communicates changes to LDSS.

D. Local Compensation Plan

• Purpose: Ensure equal pay and competitive salaries.
• Development: Annual submission by LDSS with VDSS HR guidance.
• Contents: Titles, salary ranges, pay practices and policies.
• Salary Range Selection: Based on state plan; exceptions allowed with VDSS HR approval.

E. Maintenance of Local Plan

Shared responsibility among local board, director and VDSS HR.

F. Pay Factors

Includes business need, budget, current salary, duties, internal alignment, KSAs, market availability, performance, total compensation, training and experience.

G. Types of Pay Practices

• Starting Pay
• Promotion
• Lateral Transfer (Competitive/Non-Competitive)
• Demotion (Various Types)
• Redefinition of Position
• Merit Increase
• Local Increases (Cost-of-Living, Additional)
• State Salary Adjustments
• In-Band Adjustments: Probationary, end-of-trainee, critical KSAs, retention, counteroffers, change in duties, internal alignment and range revision.
• Temporary/Acting Pay: Based on duties assumed; documented percentages.

H. On-Call Compensation

• Applies to staff providing protective services.
• Options: Lump sum, on-call leave or local methodology.
• Direct service during on-call: Pay or special duty leave; overtime for non-exempt employees.

I. Classification of Positions

VDSS provides occupational descriptions; LDSS develops Employee Performance Plan and Evaluation (EPPE).

J. Local Position Requests

Requires VDSS HR approval for establishing, abolishing, reallocating or redefining positions.

K. Types of Positions

Permanent, restricted, temporary, emergency and seasonal.

L. Categories of Employees

Probationary, regular, restricted, temporary and emergency.

M. Organizational Charts

Local directors maintain updated charts.

N. Other Compensation Issues

Includes board member compensation, excess pay approvals, overtime reimbursement and bonuses.

O. Deviations

LDSS may adopt local systems with Board approval; detailed documentation required.

Section II: Fair Labor Standards Act

• Purpose: Implement FLSA provisions.
• Definitions: Includes exempt/non-exempt employees, hours worked, overtime, minimum wage etc.
• Hours of Work: All required or permitted work counts; includes travel and training.
• Overtime: Non-exempt employees earn 1.5x pay for hours over 40/week.
• Exempt Status: Based on salary threshold and duties.
• Violations: Complaints investigated; employees protected from retaliation.

Section III: Guidelines for Determining FLSA Exemption

• Responsibilities: Local directors determine exemption status.
• Tests: Salary basis, salary level and primary duty.
• Primary Duty: Most important job function; generally >50% exempt work.
• Exempt Categories: Executive, administrative, professional, computer employees and highly compensated employees.
• Terminology: Definitions for “customarily and regularly,” “discretion,” etc.
• Recordkeeping: Specific requirements for exempt and non-exempt employees.

Section IV: Compensatory Leave

• Applies to non-exempt employees in lieu of overtime pay.
• Accrual: 1.5 hours per overtime hour; max 240 hours.
• Use: Does not expire; LDSS may require usage or cash out.
• Payment: Upon termination or death at regular or average rate.

Section V: Special Duty Leave

• Applies to all employees for work on holidays, office closings or scheduled days off.
• Accrual: Hour-for-hour; expires in 12 months unless extended.
• Authorization: Must be in writing and preferably in advance.
• Payment: Lump sum upon termination or death.

Section VI: Holidays

• Observed Holidays: 12 listed (e.g., New Year’s Day, Memorial Day and Thanksgiving).
• Other Holidays: Governor-declared or local deviations allowed.
• Compensation: Special duty leave or cash if required to work.
• Religious Observances: Reasonable accommodation provided.

Section VII: Chapter Appendix

Forms include Local Position Request, EPPE, Local Policy Request, Self-Analysis and exemption certifications.