POLICY AND PROCEDURE
POLICY NUMBER: 220-303
POLICY TITLE: PART-TIME EMPLOYMENT WORK HOURS POLICY
EFFECTIVE DATE: January 1, 2013 REVISION DATE: _________________________
APPROVED BY:
___________________________ MAYOR
CITY MANAGER
Confirmed by Council of The Columbus Consolidated Government, Ordinance No.
dated the 8th day of January, 2013.
STATEMENT OF POLICY:
In compliance with the Patient Protection and Affordable Care Act (PPACA), it
is the policy of the Columbus Consolidated Government that work hours for
part-time employees shall generally be limited to 29 hours per week or less.
Seasonal and temporary employees may exceed 29 hours per week for limited
periods of time but may not average more than 29 hours in any calendar year.
SCOPE:
This policy applies to all part-time, seasonal and temporary employees
(hereafter collectively referred to as ?part-time employees?) of the Columbus
Consolidated Government.
RESPONSIBILITY:
It is the responsibility of the management and supervisory staff of the
Columbus Consolidated Government to monitor the work schedules of part-time
employees under their supervision and to assure compliance with the provisions
of this policy.
Human Resources will monitor monthly reports to verify compliance with policy.
LEGAL REQUIREMENTS:
Part-time employees regularly working 30 or more hours per week must be
considered full time employees under PPACA rules. This is also the case if the
employee is averaging 30 or more hours during the calendar year, the averaging
period selected by the CCG.
Part-time employees regularly scheduled for 30 or more hours per week must be
offered health insurance benefits on the same basis as full time employees, in
our case 30 days after their first day of employment.
For part-time employees regularly scheduled for less than 30 hours per week or
who work seasonally or sporadically, in the 90-day period following the end of
each calendar year their time records must be reviewed to determine if they
averaged working 30 or more hours per week during the prior calendar year.
Part-time employees actually averaging 30 or more hours per week, if they are
still employed, must be offered health benefits on the same basis as full time
employees for one year from the first of the month next following the date the
employee is notified of his/her eligibility.
BUDGET IMPACT:
Violation of this policy will result in adverse fiscal impact on the healthcare
budget and overall budget of the CCG. Department heads are responsible for
insuring violations do not occur in their respective departments.
PROCEDURE:
1. Departments may not employ part-time employees that will be
regularly scheduled for more than 29 hours per week without the prior written
authorization of the mayor or city manager.
2. Information Technology will send a report at least monthly to each
department with active part-time employees listing the employee and their
average work hours year-to-date. A consolidated report of all departments
will be sent to Human Resources.
3. Department heads or their designee will review the work hours
reports and adjust schedules of part-time employees that are averaging 30 or
more hours per week. The impact of seasonality may be used in evaluating the
average work hours.
4. Human Resources will review consolidated reports and for each
employee over the limit will obtain a status report from the affected
department.
a. When the status report indicates that the department is
appropriately managing the work hours of the employee HR will continue normal
monitoring.
b. Problematic status will be reported to the department head with an
information copy to the supervising senior manager or elected official for
review and intervention if appropriate.
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