001.01.67 Ark. Code R. § 001 - Standard Specification for Highway Construction Edition of 1959
PREFACE
PURPOSE
The Highway Department is a highly complex and technical organization. Therefore, it is important that veil educated and trained personnel be utilized at all times. The Department encourages employees or prospective employees to complete their high school and college education as well as to pursue other methods of self-improvement. The Department also recognizes the need to keep all employees well informed on current departmental policies and procedures. Supervisory personnel have the responsibility to develop their employees' abilities in order that they may take advantage of the opportunities available in the Highway Department.
This Personnel Manual provides information for supervisors on personnel policies and procedures, job classifications, organizational data, and other pertinent information. It should be used as a reference for personnel policies and procedures. It will be valuable as a guide to properly prepare and submit documents essential to administration of personnel and their pay matters. Application of these policies and procedures is most important for maintaining uniformity in the administration of personnel matters.
SCOPE
To explain all personnel policies and procedures in detail within this manual would create a voluminous text of impractical size. Further, many of the policies and procedures in effect are the general application of good business practices that should be exercised without specific instructions and, therefore, are not included as a part of this manual.
This manual is brief in some areas and explains in detail only the frequently misinterpreted and most important personnel problems. It is believed that unusual problems should be processed individually, each case to be handled on its own merit.
Division Heads, District Engineers, and Supervisors responsible for personnel action should see that their employees are familiar with this manual and with the policies and procedures contained herein.
POLICIES AND PROCEDURES
Division Heads, District Engineers, Maintenance Superintendents! and Resident Engineers, are in charge of all personnel In their respective units. However, no definite employment, promise of employment, or change in status may he made until the proper request has been forwarded to the Personnel Office and approved by the Director of Highways or his designated representative.
The Employee Advisory Committee was established in December 1953, to promote better relationships within the Department and to improve working conditions in accordance with the actual wishes of the employees. An Advisory Committee, composed of a chairman and two members, is appointed by the Director of Highways from personnel working in various positions. Each committee serves for a period of one year, then a different committee Is appointed to introduce new ideas, new viewpoints, and to bring more people into close contact with the operations of the program.
The Advisory Committee receives and. screens suggestions of the employees for recommendations to the Director of Highways. Improvements have been made as a result of committee recommendations and numerous others can be made. Supervisors should encourage employees to submit ideas or suggestions to help promote better working conditions and increase efficiency.
Applicants seeking employment constitute one of the Department's most important contacts with the public. Applicants are to be treated with utmost courtesy. Diplomacy and interest toward each person are essential in all instances. Employees having the responsibility for interviews should adhere to these policies. Applicants in Little Rock are to be directed to the Personnel Office for interview.
The policy of the Highway Department requires employees to be citizens of the United States, although a non-citizen may be employed if he provides satisfactory evidence that naturalization proceedings are active.
Public hearings are conducted by the Highway Commission to give the public an opportunity to present requests or problems pertaining to Highway business. The dates of these hearings are scheduled and publicly announced in advance enabling delegations to plan and present their cases directly to the Commission for consideration.
The Commission recognizes and respects the rights of Highway employees as taxpayers and has no desire to restrict or infringe upon those rights. However, it is considered unnecessary and out of order for employees to appear with delegations before the Commission or to otherwise, in any way, participate in activity organized and promoted for the purpose of Influencing the action of the Highway Commission. All Highway Department employees are requested to refrain from participation in any and all such activity.
The Highway Department is a public service agency. The taxpayer of Arkansas is the employer of Highway Department Personnel. Courteous and respectable conduct among employees and in relations with people outside the Department should be practiced at all times. Employees' actions, statements, and personal conduct In public and on the Job may well determine how the public views the entire Highway Department.
The Department does not attempt to Involve itself with the employee's Intimate personal life, but desires conduct which will reflect credit to the Highway Department. The following policies are strongly recommended as essential for good public relations:
The Capitol Credit Union was organized in 1949 and is owned and operated by state employees. All employees of the Highway Department are encouraged to become familiar with, and avail themselves of the convenience and advantages of the Credit Union by contact with the Accounting Division.
This booklet describes in an easy-to-read form the rights and responsibilities of each employee, what the Department expects of the employee and what the employee can expect of the Department- As a supplement to information provided by the Division Heads a copy of the handbook is mailed to each new employee by the Personnel Office upon receipt of approved personnel papers.
"Arkansas Highways", a magazine by and for employees of the Highway Department, was first issued in November 1953- The purpose of the magazine is to promote a better understanding of the diversified functions and productive operations involved in our business of building and maintaining highways. Technical articles on engineering or maintenance problems which have been solved are included. Each office should designate an employee as reporter.
Certificates of Service and Pins are presented to Department employees on the completion of five(5), ten(10), fifteen(15), twenty(20), twenty-five (25), thirty(30), thirty-five (35), and forty(40) years of service. The initial presentation of awards began in November, 1955. They are presented the month in which employees complete any five-year increment of service. Employees about to retire due to age will receive the next higher award before retirement providing they would be otherwise eligible to receive such award within the next five months and twenty-nine days after retirement. * (Example: An employee with 19 years, 6 months and 1 day service would receive a 20 year award.)
Every endeavor is made by the Personnel Office to accurately compute service time for the awarding of service pins. With the large number of employees buying retirement credit, some errors will occur. Any employee who did not receive his award or questions the service time credited to him should contact the Personnel Office.
The 1947 Arkansas Statutes (Bobbs-Merrill) define minors as:
"Males of the age of twenty-one years, and females of the age of eighteen years, shall be considered of full age for all purposes, and, until those ages are attained, they shall be considered minors".
No person, male or female, under eighteen years of age will be hired by the Department. Minors over eighteen are required to secure from a parent or guardian written permission to work. A minor over eighteen with no parent or guardian and earning his own living must sign a written statement of such fact in lieu of permission from a parent or guardian. This statement is always required before the employee starts to work.
When an individual accepts employment with the Department and signs the Employee Oath of Office, he agrees not to accept employment outside the Department but to give his undivided time to the work of the Department, diligently and impartially executing the duties of such employment.
The Department has compulsory retirement at age 67 and a minimum of 10 years is required for an employee to attain benefits. Thus, the Highway * Commission has established the policy not to employ persons who have passed their 57th birthday.
The policy of the Highway Department in making selections for any position, all qualifications being equal, is to give preference to the men with good records who are, or have previously been employed by the Department. However, in carrying out this preference, first consideration is given to the job requirements of the position.
In regard to hourly employees, the preference of the Department is that such employees be recruited in the vicinity where the job is located, insofar as practicable. However, when the required labor is not locally available, recruitment must be made in other areas of the State.
The Highway Commission has long maintained the policy that it is not in the interest of the Department to employ a married couple.
Therefore, an applicant cannot be considered for employment if his spouse is presently employed by the Department.
Further,, at any time a male and female employee are married, either of the couple's employment with the Department must be discontinued within thirty (30) calendar days, or the end of the second pay period thereafter. Whenever possible, supervisors should counsel their employee contemplating marriage to another employee, so that the couple is fully aware of this policy. Supervisors must also notify the Personnel Officer immediately when such a marriage occurs. The Personnel Officer will notify the couple of this policy in writing and request their desire with regard to discontinuing either of the couple's employment. He will also co-ordinate the desires of the personnel involved with the needs of the Department and counsel the departing employee in obtaining other . employment, if requested.
The Highway Commission has adopted the same policy for employing relatives of those persons already on the State payroll as is being practiced by other State Agencies. No mother, father, wife, sister, brother, son, or daughter of anyone working in State Government may be employed by the Department. This policy is not intended to be retroactive. Exceptions may be made where separate households are maintained and providing employed members of the same family do not supervise a relative.
A Group Life Insurance, Hospitalization, Surgical Benefits, and Diagnostic Benefits Plan is available for Highway Department employees * and their dependents. An employee may apply for membership at the time of employment or any time thereafter. Application for membership within sixty (60) days after employment must be made on Form ARK-1, AHD - Group Insurance Application Card. This card and a form entitled "Health Statement -Group Insurance" are required if request for membership is made later than sixty (60) days after employment. These forms should be forwarded to the Accounting Division.
A Group Insurance Booklet describing the plan is forwarded to all new employees and is available for regular employees who are interested in the benefits and cost of coverage.
Medicare is the U. S. Government plan of health insurance for people * 65 or over.
Active employees and those retiring at age 65 and over should enroll since this plan provides greater overall benefits than any known group hospital - surgical - medical plan for the age and cost:
Medicare has two parts:
The necessary forms for enrollment and any additional information may be obtained from the local Social Security Office. If you have questions, the Personnel Officer will be happy to assist.
A Highway employee called for jury duty or to serve as a witness in court trials has two (2) choices of leave during such period.
The Highway Department's policy pertaining to pregnancy leave is as follows:
Employees as defined eligible herein, may earn and take accrued sick leave as limited by the. following general policies:
Employees as defined eligible herein may earn and take* accrued vacation leave as limited by the following general policies:
An employee may use vacation leave in increments of one-half {½} day to the total amount of his accumulation and annual accrual. Upon approval by the Director, an employee may be permitted to take fifteen (15) days in any one calendar year provided that vacation leave for the employee over a two (2) year period does not exceed twenty (20) days. The dates for vacation leave must be approved in advance by the employee's Division Head or District Engineer.
At the end of each calendar year unused vacation accruals not to exceed five (5) days may be carried over to the next calendar year. Vacation leave is never transferred to sick leave.
Any employee of the Department may be granted leave-without-pay. The granting of leave-without-pay and reinstatement must always be accomplished on Form 125.
Leave-Without-Pay can serve two functions for an employee:
If the employee does not return to work within the period of ninety (90) days, the Personnel Officer is responsible for establishing with the Division Head/District Engineer whether the employee should be terminated or retained in leave-without-pay status.
Act 454 of the General Assembly of the State of Arkansas of 1949 provides a Retirement System for employees of the Highway Department. Four percent of the employee's first $312.50 semi-monthly earnings is automatically withheld each pay period and placed into the Retirement fund. Any employee making $200.00 or more per month, or $1.16 per hour or more is required to join the System. An employee hired at one of these rates, or more, must be placed in the System on the date of employment. Employees receiving a pay increase which elevates their pay rate to or above these rates must be placed in the System effective the date of the pay increase. All necessary retirement forms should be submitted as soon as possible.
The Retirement System should be thoroughly explained to all^ new employees before their records are forwarded to the Personnel Section. Each new employee when applying for membership in the System must designate a beneficiary on his Application for Membership (R-1). If there is a change of beneficiary due to death, marriage, divorce or otherwise, such change^ should be promptly reported on Form R-7, Change of Beneficiary.
The R-1 is not required for former members who are re-employed. However, if same is submitted on re-employment it is used as the latest official designation of beneficiary. Employees should be counseled that they can withdraw contributions from the System on resignation from the Department. Retirement forms do not. replace Personnel Authorization Form 125 which should always be submitted to insure proper record action requested by retirement forms, beneficiary change and prior service claims excepted.
Applications for regular retirement are submitted to the Executive Secretary of the Retirement System not later than the date of requested * retirement, Forms are available from the Executive Secretary or any District Office. Application for Disability Retirement should be submitted as follows:
A member may retire voluntarily at the age of sixty-five (65) or during any year thereafter until the age of compulsory retirement has been attained, provided such member has a minimum of ten (10) years creditable service in the Department. Any member may retire at age sixty with twenty (20) years creditable service. Members with thirty-five (35) years creditable service may voluntarily retire regardless of age with the further provision that no member may accrue more than thirty-five (35) years of creditable service and thereafter no further payroll deductions shall he made. Retirement shall he compulsory to any member the last day of the month in which his 67th birthday occurs and must take this accrued leave before his retirement date or lose it. A member shall be eligible for disability retirement benefits after ten (10) or more years of creditable service in the Department, provided that no member shall be eligible to receive benefits for disability incurred prior to his becoming a member of the system. Act 454 of 1949, Act 403 of 1953, and Act 126 of 1961, which have been forwarded to all Districts and Divisions, should be consulted for additional information on the eligibility of employees, prior service, and the proper usage of forms.
Highway Department employees are provided Old-Age and Survivors Insurance coverage under the provisions of Act 427 of the General Assembly of the State of Arkansas, dated 3-30-55, and under the Federal Social Security Law. The rate in use for all participating is deducted from the pay of each individual.
Employees' Social Security records are kept under the name and account number shown on their Social Security cards. The same number is retained for life. It Is most important that the name and number on employee's personnel records conform with the name and number on their ' Social Security card. For Example: Robert William Doe, SS No. 123-45-6789, should not be listed on the personnel records and payroll as William Robert Doe, Bill Robert Doe, Bob W. Doe, or in any other manner differing from that shown on his card. To change the name on personnel records, a Form AH 125 must be submitted correcting the error. Upon receipt of Form 125 necessitating a change in Social Security records, the Personnel Office will forward to the subject employee a Form 0AAH-7003, Request for Change in Social Security Records, and an envelope addressed to the nearest Social Security Office. This form should be completed according to the Instructions on the reverse side and forwarded to the nearest Social Security Office.
The Department and the University of Arkansas have entered upon an agreement to provide a co-operative plan of education and training for selective students who have completed their sophomore year in Civil Engineering. The program must lead to a BSCE at the end of a three year training program. This program is based on alternating work at the Highway Department and academic training at the University by a pair of students.
Applicants must be at least eighteen years of age, male and U. S. citizens. They must have satisfactorily completed two years of engineering study with a minimum grade point of "C".
During the phase of training at the Highway Department, the student will be assigned Highway Engineering work. His assignments may be wide in variety as needed for effective operation of the Department and to provide the student with a well rounded working experience.
The rate of pay will he dependent upon the amount of experience and education the student has achieved. Classification of all students will he adjusted annually according to the Department's Job specifications*
The selection of applicants will require the closely co-ordinated efforts of the Department and the University. In view of this, all interested persons should contact the Personnel Officer for additional information, application forms, etc. (Employees of the Highway Department should see their Supervisors for detailed information on this program, published in booklet form).
In any organization, especially one of the nature and magnitude of the Highway Department, it is imperative that the functions of the organization be performed as efficiently and economically as possible. Whenever public funds are expended, the taxpayers should realize the greatest return possible for each tax dollar. To accomplish this, the skills and abilities of all personnel must be fully utilized. Employees must be trained to accept more responsibility so that a continuing policy of promotion from within can be maintained.
Although the Department has always recognized deserving individuals, it Is felt that a more complete employee development program should be available so that any employee, so desiring, can have the opportunity to better himself both position and salary wise. The objective of such a program should be to fully acquaint employees with all phases of work within their own section and, in many cases, work outside their section. Accomplishment of this objective will result in qualified persons being available to assume more responsible positions, either in or out of their section or division. This will provide incentive for every employee to strive to improve himself through additional education and the acquisition of new or improved skills. The sum total will be high morale, low turnover, a lower cost of operation and --- a savings for the taxpayers.
The State Board of Registered Professional Engineers administers semi-annual examinations for registered professional status* Employees desiring to take the examination should contact the Personnel Officer for relative information as to the date, time and method of making application.
Through the Employee Development Program, self-improvement, part-time school and other methods, an employee may become qualified to better serve the Department In a capacity different from the one In which he is working* Therefore, employees are eligible to apply for a different job, of equal or greater status, within the Highway Department after six (6) months of satisfactory service, even if It would entail a transfer. An employee should not submit more than two (2) requests for transfer within a period of twelve (12) months.
Any employee who has acquired additional education, new skills or improved his qualifications, should complete form AH 115 (Experience and Qualification Sheet) in duplicate and submit to the Personnel Office.
Employees making a request for another job within the Department should submit AH Form 115, If applicable, and an Inter Office Memorandum to the Personnel Section stating the title, title code, salary and the Section, District, or Division in which they are seeking a transfer.
Personnel Section will forward the request and the employee's personnel records to the section on the transfer request. If that office has a vacancy and is interested In obtaining the employee, Personnel Section will, upon the request of that Section, secure a current Personnel rating of the employee from his supervisor. After the evaluation of the employee, the request for transfer and the employee's personnel records are returned to Personnel with a recommendation for approval or disapproval of the transfer. If the recommendation Is for approval, Personnel will initiate the appropriate 125 action. A suitable replacement for the transferring employee will be employed, if needed. If no action on the request can be taken immediately, it will be placed in a reference file in the Personnel Section for future consideration. All requests will be void six (6) months after date submitted. The Personnel Section will notify the employee the results of his request.
Employees of the Highway Department with a severe hardship may request reassignment from work at one geographic location to comparable work at another location. Employees should first discuss the problem with their supervisor to ascertain if a satisfactory course of action other than a transfer can be effected. If not, the employee should make the request on an Inter Office Memorandum stating the Section, District or Division to which he is requesting a transfer, and a brief but thorough statement Justifying his request. The employee's supervisor should forward his written recommendation with the request to the Personnel Section. Personnel will handle the request In the same manner as in topic above, "Reclassification and/or Transfer".
The employees of the Arkansas State Highway Department are covered by the Workmen's Compensation Act. An employee injured pursuant to his duties is entitled to certain benefits. These benefits fall primarily into four categories:
Frequently the physician will recommend that the employee be returned only to light work. If the employee is offered suitable light work which he is physically able to perform, his failure to accept such work will cancel his right to receive temporary disability payments. However, If no such work is offered to the employee, he continues to receive such payments until his physician states that he Is able to return to full employment.
Payments for temporary disability are 65 per cent of the employee's average weekly pay, up to a maximum amount of $35-00 per week.
If an employee Is put on light work which does not pay as much as his normal compensation, in addition to the reduced wage, he is entitled to receive compensation at a rate of 65 per cent of the difference between his normal average weekly wage and his reduced weekly compensation up to a maximum amount for the wage and compensation of $35*00. In a case such as the above, the employee's supervisor should submit a form A-15 with the attached statement. "This employee returned to work at a reduced average weekly wage of $ ." It should be especially noted that it is the average weekly wage involved and not the monthly rate.
An employee who has suffered a back injury or a heart attack is not permitted to return to work until he has been cleared by the Highway Department's Claims Attorney in Little Rock. When an employee is able to return to work, the Claims Attorney should be notified In order that the employee's status may be determined.
The policy of the Arkansas State Highway Department requires injured employees to be carried on their accrued sick leave. When accrued sick leave is exhausted, the employee is then placed on Workmen's Compensation.
The District Office shall relate all information on major Injuries to the Department's Safety Officer so that he may be informed of the injured employee's recovery progress. Therefore, the Safety Officer can he in a position to advise the Claims Attorney as to whether or not the injured employee is ready to return to work and suggest possible conditions tinder which he can return to work.
District Engineers and Division Heads have the responsibility for ascertaining that the proper procedures are followed in handling Workmen's Compensation. However, the duty of overseeing the details of Workmen's Compensation may be delegated to an employee within the Section or Division. The Claims Attorney should be advised of the employees who assume these duties.
PERSONNEL FORMS
The AH Form 126 Is completed by each person making application to the Highway Department for employment. If necessary, AH Form 115 nay be used as continuation sheets. It must be completed In Ink or typed.
This form comprises the experience record of the employee and Is an essential part of the official personnel records. It should always be kept current. For Instance, If an employee acquires more education, new skills or Improves his qualifications, he should complete AH Form 115 (Experience and Qualifications Statement). The application in duplicate with all other required personnel forms must accompany the AH 125 for all new and re-employees. However, if the re-employee's last date of employment with the Department was In the same calendar year as date of re-employment and the re-employee had not been employed at any place since leaving the Department, a new AH 126 is not required. See page 39 for required forms for employment.
The w-4 Form is required on all employees of the Department. It is Initiated at the time of employment and thereafter is kept current. The W-4 Is forwarded with the other required personnel forms to the Personnel Section at the time of employment. The w-4 form for a "change of dependents" must be transmitted to personnel with a 125 form.
Employees should carefully read the Instructions on the form before completing it. The form must be completed In ink or typed and signed in the same manner as the Social Security card. For example, if the employee's Social Security card is filled out as "John H. Doe", the W-4 form should hot be signed "J. H. Doe" or anything other than "John H. Doe".
This form is required on any new or re-employee if male and under twenty-one (21) years of age or female and under eighteen (18) years of age. The employee's full name, date of birth, and signature of the parent or guardian are required. This form must be forwarded to the Personnel Section before the employee starts to work.
This form is a combination of three forms which is signed by the employee or re-employee and Is notarized before it is sent to the Personnel Section with the other required personnel forms.
The Minute Order is taken from the minutes of the meeting of the Highway Commission, 5-21-53. It is a statement to the effect that participation or engagement, in any manner, in any political activities directly affecting the Department is prohibited by any employee.
The "Oath of Office", requires employees to pledge loyalty and sincerity to the Department, to the State of Arkansas, and to the United States.
The Medical Report requires employees to list any physical defects or impairments that they have and any treatment received during the past three (3) years.
In order to simplify explanation of the various actions which can be requested on Form AH 125, each action is discussed separately with an illustration. Only one action is illustrated on each example, but several actions may be requested on the same 125. These illustrations contain only the necessary and desired data needed for the particular changes and they should be followed very closely in preparing such 125 action. The employee and all entries on these examples are fictional.
Distribution of the AH 125: After approval of the requested action the Personnel Office will make the following distribution of the AH 125.
Original - Personnel Records
1 copy - Accounting Division for coding and delivery to Data Processing Center.
1 copy - Supervisor
1 copy. Appropriate Division Head
1 copy - To employee named on the form via the supervisor.
It is desirable to start new employees at the beginning of pay periods. However, it is necessary at times to employ within pay periods in order to alleviate demanding situations.
Properly initiated AH 125's and required personnel forms must be forwarded through proper channels and approved by the Director of Highways, or his designated representative, before the employee starts to work. See Appendix for "required Personnel Forms". In the block "Employment" on the AH 125) an indication should . be made as to whether the employee is an "Additional Employee" or a "Replacement". This information influences the personnel statistics and determines the turnover rating for any District, Division, Section, or Area. If the employee is a "Replacement" a statement must be made in "Remarks" as to why this person is being employed, whom he is replacing and the disposition of the person being replaced. Proper checks should be made for a "Graduate" or Registered" Professional Engineer. A full Justification should also be stated in "Remarks" if the person is an "Additional Employee".
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When a pay period begins on Saturday, Sunday, or paid holiday and a new employee starts to work the next regular work day, the effective payroll date will be the actual day the employee reports to work. The intent of the above is to insure that any employee who works all working days within a payroll period will receive pay for a full half month at toe salary shown on Form AH 125.
Pay rate (or historical change record) should be shown by the annual rate for salaried employees and hourly rate for others.
Consult topic on Retirement for filling in "Retirement Deduction" and "Prior Service".
Reinstatement of monthly paid employees must always be accomplished with AH 125 action. If the leave-without-pay and reinstatement is within the same pay period and prior to. submission of payroll, both actions can be accomplished on the same 125- Otherwise separate 125's are required. When an employee goes on leave-without-pay the day before a legal holiday or is reinstated the day after a holiday, he will not receive payment for the holiday. The effective date of reinstatement must be an actual work day.
On hourly paid employees, 125 action for going on leave- without-pay and reinstatement is required only when the period of leave-without-pay extends from one pay period into another.
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Other personnel data changes, such as a title change, pay rate change, and address change may be initiated on the 125 reinstating an employee.
Refer to the Appendix for required personnel forms, and to topic "Employment" for information on policies.
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The AH 125 is always required when an individual's services are being discontinued for any reason. Termination implies that the employee was released by the Department. Resignation implies that the employee left the Department by his own choice. In either instance, the reason for separation and the quality of the employee's service, whether satisfactory or unsatisfactory, should he entered in "Remarks". Retirement may be voluntary resignation or due to age (Termination), * covered elsewhere in this manual. Show retiring "with Social Security benefits" and/or "Highway retirement after ___ years" as appropriate. Form 125 mast show the "Effective Date" as the last day the employee actually worked to include payment for a holiday. An employee must work before and after the holiday before .payment for such a day is authorized. (See Appendix II for examples.)
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Upon termination or resignation, the employee loses all accrued sick leave, but is entitled to payment for vacation accural. The "Effective Payroll Date" of termination or resignation on the AH 125 must he extended to include any unused vacation accrual. This number of unused vacation accrual days must he entered on line "termination date extended to include __________days vacation accrual" on the AH 125.
If an employee goes on leave-without-pay on Friday morning and is reinstated during the following week, only the actual work days which he missed will be considered in deducting the lost days from his salary. When an employee is placed on leave-without-pay the day before a holiday, he will not be paid for such holiday, nor may an employee be reinstated on a holiday. Employees must be on the payroll the day before and the day after the holiday to receive payment for such.
Supervisors should be vary discreet in recommending their employees for leave-without-pay. See topic "Leave-Without-Pay".
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Refer to topic on "Workmen's Compensation" for procedure to be followed in all cases involving Workmen's Compensation Claims.
It is the policy of the Department that injured, employees be carried on their accrued sick leave until such leave is exhausted. An employee may then use any vacation leave or be placed on leave-without -pay.
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A AH 125 must be submitted removing an employee from the payroll in case of death. A statement giving the cause of death should be entered in remarks.
The effective payroll date on the AH-125 reporting termination due to death will be date of death extended by the number of work days of vacation due in the same manner as though the employee were working. The payroll should be submitted: "John Doe, Estate". If the employee was on sick leave on the date of death, the vacation accrual will commence on the following work day.
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All pay rate changes are to be effective at the beginning of a pay period. Before recommending pay rate changes, supervisors should check the budget sheet to ascertain that the salary range for the particular position will permit such a change.
Pay rate (or historical change record) should be shown by the annual rate for salaried employees and hourly rate for others.
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Any title change should be effective at the beginning of a pay period. The title must always correspond with the proper title code.
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The "Effective Payroll Date" should be at the beginning of the next pay period for all dependent changes. The AH 125 must be supported with a W-4 Form signed by the employee. The number of dependents on the AH 125 Is the number the employee desires to carry as withholding exemptions. The "Employer's Tax Guide" published by the Federal Internal Revenue. Service should be consulted for determining eligible withholding exemptions.
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Name changes can be effected any time within a pay period. On a AH 125 requesting a name change, the employee number must be left blank. The Personnel Office will assign a new one. A "name change" should be submitted only when a name has actually changed, not If a previously submitted AH 125 had a mistake in the name. To correct an erroneously submitted AH 125 see "General" on the AH 125. A new W-4 Form signed by the employee must accompany the AH 125.
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Transfers should he effective at the beginning of a pay period The releasing office Initiates the AH 125 in five copies and fills in the "Present Title, Code, Present Pay Rate and Code". The AH 125 is then forwarded to the receiving office where the Proposed Title, Code, Proposed Pay Rate and Code" are filled in, only If a change is recommended.
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The effective date of an address change may be at the beginning or within a pay period.
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Acts 14 and 40 passed by the 1967 General Assembly eliminates the need for employees to furnish proof of payment of the poll * and personal property taxes. Therefore, as directed in Administrative Circular 67-2, the Department no longer requires proof of payment,
Employees of the Department must be rated each year as of the 31st of March. This form should be completed in duplicate copies. The original is forwarded to the Personnel Section and the carbon copy is retained by the originating office.
Rating is a service to which all employees are entitled. It is an indispensable part of a complete personnel file and essential for considering an employee for a promotion. Therefore, supervisors should exercise every precaution to give each employee a true and unbiased rating. After completing the rating form, supervisors should explain his rating to each employee and counsel him on any weak points.
This form is used to request sick, military, jury and vacation accrual leave, and leave-without-pay. It must be signed by the employee, his supervisor and Division Head or District Engineer.
With the exception of sick leave, this form must be approved before the leave commences. A Physician's Certificate (AH Form 510) must be furnished for all consecutive days of sick leave beyond three (3) days. The 508 must be initiated in duplicate copies. The original is sent to the Personnel Section while the carbon is retained by the originating office.
The AH 125 must accompany the "request for leave" when the request is for leave-without-pay.
Under the provision of Act 26 passed by the 1967 General Assembly, state employees are no longer required to submit a statement indicating the status of their State Income Tax. Therefore, as directed in * Administrative Circular 67-2, the Department no longer requires this affidavit.
APPENDIX I
FORMS REQUIRED FOR EMPLOYMENT
These required forms on new and re-employees must be forwarded to the Personnel Section accompanied with the AH 125 before the employee starts to work.
APPENDIX II
COMPUTATION OF FRACTIONAL SALARIED PAYROLLS WORK DAY PROCEDURE FOR SALARIED EMPLOYEES
Effective March 1, 1963, the following work day procedure is to be used by all Divisions and Districts for computing fractional pay periods for salaried employees. This will eliminate any misunderstanding about the amount to be paid when Saturdays, Sundays and Holidays are involved.
The term "work days" means the actual, number of days worked in a pay period, which are normally Monday through Friday.
Employees on this payroll working full pay periods will receive one half of the approved monthly rate each pay period.
For the computation of partial pay periods see Paragraph 4.
The days actually worked will be shown in the distribution section of Form 101, Construction Payroll. The number of work days, Monday through Friday, in each pay period will determine the daily rate to use tor partial pay periods. (See Paragraph 4)
When employees work on Saturdays and/or Sundays, these days should be added to the regular number of work days In a pay period to arrive at the daily rate for job distribution charges.
Attached is a schedule "Daily Payroll Rates for Salaried Employees" to be used in computing partial pay periods.
When a pay period has the number of normal work days (Monday through Friday) shown above the columns, the applicable daily rate should be used. For example, if an employee's semi-monthly salary is $175.00 and there are twelve (12) work days in the pay period, the daily rate would be $14.5833.
By using the payroll period January 16 through January 31, 1963, if an employee making $175.00 semi-monthly was placed on the payroll at 8 A.M., Friday the 25th, he would be paid for five (5) days at $14.5833 a day, making a total of $72.92.
January, 1963
|
s |
M |
T |
W |
T |
F |
S |
|
16 |
17 |
18 |
19 |
|||
|
20 |
21 |
22 |
23 |
24 |
25 |
26 |
|
27 |
28 |
29 |
30 |
31 |
If this employee was on a distributive payroll and had worked Saturday the 26th, and Sunday the 27th, and worked on more than one job, his time would be distributed by dividing $72"92 by 7 days, which are the actual number of days worked.
When the normal work days in a pay period are worked, the daily rates on the schedule are used to distribute job charges.
This procedure appears to be equitable because employees will receive partial pay only for days worked and will not be "docked" for days that they have never worked, nor will ever (under normal circumstances) be called upon to work.
Since employees are paid for legal holidays, approved by the Highway Commission, they are considered work days and will be treated as such in the computation of partial pay for:
If a new employee reports for work or an employee returns from leave without pay the day immediately after a holiday;, he will not receive payment for the holiday.,
To receive payment for a holiday, an employee must be on the payroll the day before and the day after the holiday.
If there are any questions contact the Accounting Division.
ARKANSAS STATE HIGHWAY DEPARTMENT ACCOUNTING DIVISION
DAILY PAYROLL RATES FOR SALARIED EMPLOYEES
When a pay period has the number of work days shown above the columns, the applicable daily rate should be used.
|
RATES |
|||||||
|
MONTHLY |
SEMI-MONTHLY |
9 DAYS |
10 DAYS |
11 DAYS |
12 DAYS |
13 DAYS |
14 DAYS |
|
80.00 |
40.00 |
4.4444 |
4.0000 |
3.63 63 |
3.3333 |
3.0769 |
2.8572 |
|
90.00 |
45.00 |
5,0000 |
4.5000 |
4.0909 |
3.7500 |
3.4615 |
3.2142 |
|
125.00 |
62,50 |
6.9444 |
6,2500 |
5.6818 |
5.2083 |
4.8076 |
4.4642 |
|
135.00 |
67.50 |
7.5000 |
6.7500 |
6.1364 |
5,6250 |
5.1923 |
4.8214 |
|
145,00 |
72.50 |
8.0555 |
7.2500 |
6.5909 |
6.0417 |
5.5769 |
5.1785 |
|
150.00 |
75.00 |
8.3333 |
7.5000 |
6,8182 |
6.2500 |
5.7692 |
5.3572 |
|
180.00 |
90.00 |
10,000 |
9.0000 |
8.1818 |
7.5000 |
6.9230 |
6.4285 |
|
190.00 |
95.00 |
10.556 |
9.5000 |
8.6363 |
7.9166 |
7.3076 |
6.7857 |
|
195.00 |
97.50 |
10.8333 |
9.7500 |
8.8636 |
8.1250 |
7.5000 |
6,9642 |
|
210.00 |
105.00 |
11.6667 |
10,5000 |
9.5454 |
8.7500 |
8.0769 |
7.5000 |
|
220.00 |
110.00 |
12.2222 |
11.0000 |
10,0000 |
9.1667 |
8.4615 |
7.8571 |
|
225-00 |
112.50 |
12.5000 |
11.2500 |
10.2270 |
9.3750 |
8.6538 |
8.0357 |
|
230,00 |
115.00 |
12.7778 |
11.5000 |
10.4545 |
9,5833 |
8.8461 |
8.2142 |
|
240.00 |
120.00 |
13.3333 |
12.0000 |
10.9090 |
10.0000 |
9.2307 |
8.5714 |
|
245,00 |
122.50 |
13.6111 |
12.2500 |
11.1364 |
10.2083 |
9.4230 |
8.7500 |
|
250.00 |
125.00 |
13.8888 |
12.5000 |
11.3636 |
10.4167 |
9.6153 |
8.9285 |
|
255"00 |
127.50 |
14.1666 |
12.7500 |
11.5909 |
10.6250 |
9.8076 |
9.1072 |
|
265,00 |
13 2.50 |
14.7222 |
13-2500 |
12.0455 |
11.0417 |
10.1923 |
9,4643 |
|
270"00 |
135,00 |
15.0000 |
13.5000 |
12.2727 |
11.2500 |
10.3846 |
9.6428 |
|
275.00 |
137.50 |
15.2778 |
13.7500 |
12.5000 |
11.4583 |
10.5769 |
9,8214 |
|
280.00 |
140,00 |
15.5556 |
14.0000 |
12.7272 |
11.6666 |
10.7692 |
10,0000 |
|
290.00 |
145.00 |
16.1111 |
14.5000 |
13.1818 |
12.0833 |
11.1538 |
10.3571 |
|
295.00 |
147.50 |
16.3888 |
14.7500 |
13.4091 |
12.2917 |
11.3461 |
10.5357 |
|
300.00 |
150.00 |
16.6667 |
15.0000 |
13.6363 |
12,5000 |
11.5384 |
.10.7142 |
|
305,00 |
152.50 |
16.9444 |
15.2500 |
13.8636 |
12.7083 |
11.7307 |
10.8928 |
|
315.00 |
157.50 |
17.5000 |
15.7500 |
14.3182 |
13.1250 |
12.1154 |
11.2500 |
|
320.00 |
160.00 |
17.7778 |
16.0000 |
14.5454 |
13,3333 |
12.3076 |
11.4285 |
|
325=00 |
162,50 |
18.0556 |
16.2500 |
14.7727 |
13,5416 |
12.5000 |
11.6071 |
|
330.00 |
165.00 |
18.3333 |
. 16,5000 |
15.0000 |
13.7500 |
12.6923 |
11.7857 |
|
340.00 |
170.00 |
18.8889 |
17.0000 |
15.4545 |
14,1666 |
13.0769 |
12.1428 |
|
350.00 |
175.00 |
19.4444 |
17.5000. |
15.9090 |
14.5833 |
13.4615 |
12.5000 |
|
360.00 |
180.00 |
20.0000 |
18.0000 |
16.3636 |
15.0000 |
13.8461 |
12,8571 |
|
370.00 |
185.00 |
20.5556 |
18.5000 |
16.8181 |
15.4166 |
14.2307' |
13.2142 |
|
380.00 |
190.00 |
21.1111 |
19.0000 |
17.2727 |
15.8333 |
14.6153 |
13.5714 |
|
390.00 |
195.00 |
21.6667 |
19.5000 |
17.7272 |
16.2500 |
15,0000 |
13.9285 |
|
400.00 |
200.00 |
22=2222 |
20.0000 |
18.1818 |
16.6666 |
15.3846 |
14.2857 |
|
410.00 |
205.00 |
22.7778 |
20.5000 |
18,6363 |
17.0833 |
15.7692 |
14.6428 |
|
420.00 |
210.00 |
23*3333 |
21.0000 |
19.0909 |
17.5000 |
16.1538 |
15.0000 |
|
430.00 |
215.00 |
23.8889 |
21.5000 |
19,5454 |
17.9166 |
16.5384 |
15.3571 |
|
435,00 |
217.50 |
24.1666 |
21.7500 |
19.7727 |
18,1250 |
16.7307 |
15.5357 |
|
440.00 |
220.00 |
24.4444 |
22"0000 |
20,0000 |
18.3333 |
16.9230 |
15.7142 |
|
445.00 |
222.50 |
24.7222 |
22.2500 |
20.2272 |
18,5417 |
17.1154 |
15.8929 |
|
455,00 |
227.50 |
25.2777 |
22,7500 |
20.6818 |
18.9583 |
17.5000 |
16.2500 |
|
465.00 |
232.50 |
25.8333 |
23.2500 |
21.1364 |
19.3750 |
17.8846 |
16.6072 |
|
475.00 |
237.50 |
26.3889 |
23.7500 |
21.5909 |
19.7917 |
18.2692 |
16.9642 |
|
485.00 |
242.50 |
26.9444 |
24.2500 |
22,0455 |
20.2083 |
18.6539 |
17.3214 |
|
495.00 |
247.50 |
27.5000 |
24.7500 |
22,5000 |
20.6250 |
19.0385 |
17.6785 |
|
505,00 |
252.50 |
28.0555 |
25.2500 |
22.9545 |
21,0417 |
19.4230 |
18.0357 |
DAILY RATE IF WORKED
|
RATES |
|||||||
|
MONTHLY |
SEMI-MONTHLY |
9 DAYS |
10 DAYS |
11 DAYS |
12 DAYS |
13 DAYS |
14 DAYS |
|
515.00 |
257.50 |
.28.6111 |
25.7500 |
23.4090 |
21.4583 |
19.8076 |
18.3929 |
|
525.00 |
262.50 |
29.1667 |
26.2500 |
23.8636 |
21.8750 |
20,1923 |
18.7500 |
|
540.00 |
270.00 |
30.0000 |
27.0000 |
24.5454 |
22.5000 |
20.7692 |
19.2857 |
|
555.00 |
277.50 |
30.8333 |
27.7500 |
25.2273 |
23.1250 |
21,3462 |
19.8214 |
|
570.00 |
285.00 |
31.6667 |
28.5000 |
25.9090 |
23.7500 |
21.9230 |
20.3571 |
|
575.00 |
287.50 |
31.9444 |
28.7500 |
26.1363 |
23.9585 |
22.1153 |
20.5357 |
|
585.00 |
292,50 |
32.5000 |
29.2500 |
26.5909 |
24.3750 |
22.5000 |
20.8928 |
|
590.00 |
295.00 |
32.7778 |
29.5000 |
26.8181 |
24.5833. |
22.6923 |
21.0714 |
|
600.00 |
300.00 |
33.3333 |
30.0000 |
27.2727 |
25.0000 |
23.0770 |
21.4285 |
|
605.00 |
302.50 |
33.6111 |
30,2500 |
27.5000 |
. 25.2083 |
23.2692 |
21.6071 |
|
610.00 |
305.00 |
33.8889 |
30,5000 |
27.7272 |
25.4166 |
23.4615 |
21.7857 |
|
620.00 |
310.00 |
34.4444 |
31,0000' |
28.1818 |
25.8333 |
23.8461 |
22.1428 |
|
625.00 |
312.50 |
34.7222 |
31.2500 |
28.4090 |
26.0416 |
24.0384 |
22.3214 |
|
635.00 |
317.50 |
35.2778 |
31,7500 |
28.8636 |
26.4583 |
24.4230 |
22.6786 |
|
640.00 |
320.00 |
35.5556 |
32,0000 |
29.0909 |
26.6666 |
24.6153 |
22.8571 |
|
65.0.00 |
325.00 |
36.1111 |
32.5000 |
29.5454 |
27.0833 |
25.0000 |
23.2143 |
|
655.00 |
327.50 |
36.3888 |
32.7500 |
29,7727 |
27-2916 |
25.1923 |
23.3929 |
|
670.00 |
335.00 |
37.2222 |
33.5000 |
30.4545 |
27.9166 |
25.7692 |
23.9285 |
|
685.00 |
342.50 |
38.0556 |
34.2500 |
31.1364 |
28.5417 |
26.3462 |
24.4642 |
|
700.00 |
350.00 |
38.8889 |
35.0000 |
31.8181 |
29.1666 |
26.9230 |
25.0000 |
|
715.00 |
357.50 |
39.7222 |
35.7500 |
32.5000 |
29.7917 |
27.5000 |
25.5357 |
|
730.00 |
365.00 |
40.5555 |
36.5000 |
33.1818 |
30.4166 |
28.0769 |
26.0714 |
|
745.00 |
372.50 |
41.3889 |
37.2500 |
33.8636 |
31.0417 |
28.6539 |
26.6072 |
|
760.00 |
380.00 |
42.2222 |
38,0000 |
34.5454 |
31.6666 |
29.2307 |
27.1428 |
|
775.00 |
387.50 |
43.0556 |
38,7500 |
35.2273 |
32.2917 |
29.8076 |
27.6785 |
|
790.00 |
395.00 |
43.8888 |
39.5000 |
35.9090 |
32.9167 |
30.3846 |
28.2143 |
|
805.00 |
402,50 |
44.7222 |
40.2500 |
36.5909 |
33.5417 |
30.9615 |
28.7500 |
|
820.00 |
410.00 |
45.5555 |
41.0000 |
37.2727 |
34.1667 |
31.5385 |
29.2857 |
|
830.00 |
415.00 |
46.1111 |
41,5000 |
37.7273 |
34.5833 |
31.9230 |
29.6429 |
|
835.00 |
417.50 |
46.3889 |
41.7500 |
37.9545 |
34.7917 |
32.1153 |
29.8214 |
|
850.00 |
425.00 |
47.2222 |
42.5000 |
38.6364 |
35.4167 |
32.6923 |
30.3572 |
Notes
State regulations are updated quarterly; we currently have two versions available. Below is a comparison between our most recent version and the prior quarterly release. More comparison features will be added as we have more versions to compare.