|
|
 |
| Human
Resources |
|
|
| |
| City
Handbook |
Compensation
Plan |
Job
Descriptions |
Rules
and Regulations |
| Personnel
Rules and Regulations |
| |
| |
RULE
12 - PAYROLLS
|
| |
12.1
Certification Of Payroll:
| |
It shall be the responsibility of the Director of Human Resources
to certify all payrolls. No wage, salary or compensation
for services shall be paid to any person holding a position
in the combined Classified Service unless the payroll
accounts for such wage. Salary or compensation shall bear
the certification of the Director of Human Resources that
the person named therein has been appointed or employed
and is performing service in accordance with the provisions
of these Rules and Regulations.
|
|
| |
12.2
Hourly Basis Employees:
| |
Employees
paid on an hourly basis (Temporary, Probationary, or Permanent)
shall be reported on the weekly payroll forms for the
hours or fractional hours worked each day (normal plus
overtime), together with approved leave with or without
pay, if any.
|
|
| |
12.3
Salaried Employees:
| |
Salaried
employees (Temporary, Probationary and Permanent) shall
be reported on weekly payroll forms for the number of
days and fractional days worked each pay period, together
with related documents.
|
|
| |
12.4
Unauthorized Leave:
| |
Unauthorized
Leave shall be reported on the payroll and appropriate
leave forms shall be prepared by the department and forwarded
to the Director of Human Resources for retention in the
employees' personnel files.
|
|
| |
12.5
Payrolls and Allied Paperwork:
| |
A. |
Preparation:
Payroll Attendance Sheets are prepared at the department
level and signed by the Department Head. The payroll is
then sent, including appropriate leave forms, to the Department
of Human Resources.
The payroll and leave forms are checked for compliance
with current Rules and Regulations as set forth herein
and then certified by the Director of Human Resources.
Should a correction be necessary, the Appointing Officer
or the Department Head concerned will be notified and
such correction will be submitted by the department on
the next payroll. The Accounting and Payroll Office will
process the payroll and prepare pay checks.
|
| |
B. |
Submission:
Payroll:
| |
a. |
Department
Heads shall forward the payroll to the Department
of Human Resources no later than, 4:00 p.m. Friday,
with all appropriate papers, memos, etc. (i.e.,
Administrative Leave absences, sick leave (over
nine (9) days), etc.). After approval by Department
Head, Request for Leave Forms should be retained
in the Department. For the following absences Request
for Leave Forms will be sent to the Department of
Human Resources for approval of Director of Human
Resources and/or City Manager or City Auditor and
Clerk, for their respective employees:
Sick Leave over seventy-two (72) working hours
Bereavement Leave
Workers Compensation
Family Medical Leave
Administrative Leave
Leave of Absence
|
| |
b. |
The
Department of Human Resources shall certify the
payroll and forward it to the Accounting and Payroll
Office no later than 4:00 p.m. Monday.
|
| |
c. |
The
Accounting and Payroll Office shall process the
payroll and have pay checks available for distribution
to departments from 8:30 a.m. to 9:30 a.m., Friday.
|
|
|
| |
12.6
Standard Symbols to be Used on Payrolls:
| |
The
following symbols shall become a part of the service payroll
reporting system:
| |
A
- Indicates Commission appointee.
AL - Administration Leave; for authorized leave
to include military leave, court leave (witness/jury)
and authorized travel, if with pay, enter proper
number of hours.
B - Bonus Day (or Incentive Award Bonus Day) earned
as a result of no sick time having been taken within
a quarter.
BL - Bereavement Leave is time taken off due to
death in the immediately family (spouse, parents,
grandparents, brothers, sisters, children and grandchildren
of both employee and spouse). In Remarks indicate:
(1) Relationship of family member who is deceased;
and (2) City and State of deceased.
CTE - Compensatory Time earned in compliance with
these Rules and Regulations.
CTT - Compensatory Time taken in compliance with
these Rules and Regulations.
FML - Family or Medical Leave is time requested
for birth of child, placement of child for adoption
or foster care; serious health condition for recurring
or lengthy absences of employee; serious health
condition that makes employee unable to perform
essential functions, and serious health condition
affecting employee’s spouse, child or parent.
H - Holiday with pay; if holiday is not taken on
the day it is due, it should be entered when it is used and explained.
LOA - Personal leave-of-absence means duty with
or without pay as may be requested by Department
Head and approved by City Manager or City Auditor
and Clerk, for their respective employees.
N/W - Absolutely "No Work" available,
for which the employee is not responsible. Example:
Equipment breakdown, rain, or no work available.
RWS - Run/Walk/Swim Fitness Leave Day earned as
a result of successfully performing one of these
three categories, run, walk or swim.
SL - Sick Leave; enter proper number of hours with
pay.
V - Vacation.
V - Vacation.
WC-P - To be used only when an employee has been
injured on the job and the injury has been ruled
"preventable". This will indicate that
the employee is on Worker's Compensation, but without
pay.
WC-NP - To be used only when an employee has been
injured on the job and the injury has been ruled
"non-preventable" or "unusual or
hazardous condition". This will indicate that
the employee is on Worker's Compensation, but at
full salary.
|
|
|
| |
12.7
Payroll Processing:
| |
The Department of Human Resources shall process the department
payrolls for verification of correct employee number,
rate of pay, appointment in City service, and hours worked.
If overtime pay is reflected on the payroll, the Department
of Human Resources shall confirm authority for such pay.
Upon completion of the above, the payroll shall be certified
as required in Rule 12.1 and forwarded to the Accounting
Department in accordance with Rule 12.5.B.
|
|
| |
12.8
Exempt Employees:
| |
Pay
for exempt employees (exempt from the overtime provisions
of the Fair Labor Standards Act), shall be accounted for
on the payroll in hourly increments. Authorized absences
from duty shall be reported on the payroll in the appropriate
column (Sick Leave, Comp Time, Leave, etc.). Exempt employees
(exempt from the overtime provisions of the Fair Labor
Standards Act) are paid on a salary basis in accordance
with the Fair Labor Standards Act. However, to standardize
our automated records, the hours worked and utilized absence
hours for exempt employees shall be recorded in hourly
increments. Any variation from the salary basis pay must
be in compliance with the Fair Labor Standards Act. |
|
| |
|
|
