Safe Harbor Policy:
It is the Village's policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must correctly record all work time and review your paychecks promptly to identify and to report all errors. You also must not engage in off-the-clock or unrecorded work.
Review Your Paystub:
State and Federal laws require the Village to keep accurate records of the time worked by all employees. Employee falsification of information on electronic time sheet is a serious infraction and cause for disciplinary action, up to and including termination of employment. The Village will make every effort to ensure our employees are paid correctly. Occasionally, however, inadvertent mistakes can happen. When mistakes do happen and are called to our attention, we promptly will make any correction that is necessary. Please review your pay stub when you receive it to make sure it is correct. If you believe your wages have been subject to any improper deductions or your pay does not accurately reflect all hours worked, you should report your concerns to a supervisor immediately. If a supervisor is unavailable or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply within three business days), you should immediately contact the Village Manager or the Finance Director. If you have not received a satisfactory response within five business days after reporting your concern to the Village Manager or the Finance Director and you are unsure who to contact to correct the problem, please immediately contact the Village's corporate counsel.
Non-Exempt Timecard or Punch Policy
All non-exempt employees will use an electronic time system to track their hours worked. This will be done by either an electronic time clock or a computer. This system will track all your regular time, overtime, and paid time off.
Exempt Employees:
If you are classified as an exempt salaried employee, you will receive a salary which is intended to compensate you for all hours that you may work for the Village. This salary will be established at the time of hire or when you become classified as an exempt employee. While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform. Exempt employees must still keep track of all hours worked as required by law, but not for compensation purposes.
You will receive your full salary for any work week in which work is performed. However, under federal law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons in a work week in which work was performed:
• Full day absences for personal reasons, other than sickness or disability.
• Full day absences for sickness or disability, in accordance with the Village's sick day pay plan and short-term disability insurance plan.
• Full day disciplinary suspensions for infractions of safety rules of major significance (including those that could cause serious harm to others).
• Family and Medical Leave absences (either full or partial day absences).
• To offset amounts received as payment for jury and witness fees or military pay.
• Unpaid disciplinary suspensions of one or more full days for significant infractions of major workplace conduct rules set forth in written policies.
• The first or last week of employment in the event you work less than a full week.
• Your salary also may be reduced for certain types of deductions, such as: your portion of health, dental or life insurance premiums; state, federal or local taxes, social security; or IMRF plan. In any work week in which you performed any work, your salary will not be reduced for any of the following reasons:
• Partial day absences for personal reasons, sickness, or disability. Your absence because the facility is closed on a scheduled workday.
• Absences for jury duty, attendance as a witness, or military leave in any week in which you have performed any work.
• Any other deductions prohibited by state or federal law.
Falsification of Timecard and Off-the-Clock Work
It is a violation of the Village's policy for any employee to falsify a timecard, or to alter another employee's timecard. It is also a serious violation of Village policy for any employee or Manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee's timecard to under- or over-report hours worked. If any Manager or employee instructs you to (1) incorrectly or falsely under- or over-report your hours worked, (2) alter another employee's time records to inaccurately or falsely report that employee's hours worked, or (3) conceal any falsification of time records or to violate this policy, do not do so. Instead, report it immediately to the Village Manager.
You should not work any hours outside of your scheduled workday unless your supervisor has authorized the unscheduled work in advance. Do not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless you are authorized to do so, and that time is recorded on your timecard. Employees are prohibited from performing any "off-the-clock" work. "Off-the-clock" work means work you may perform but fail to report on your timecard. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to and including termination of employment.
No Retaliation
Every report will be fully investigated, and corrective action will be taken, up to and including discharge of any employee(s) who violates this policy.
In addition, the Village will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in the Village's investigation of such reports. Retaliation is unacceptable. Any form of retaliation in violation of this policy will result in disciplinary action, up to and including termination of employment.
(Ord. 23-1853, passed 5-3-23)