(A) In any situation where the Clerk-Treasurer is supervisor of an employee, the Mayor shall co-sign the employee’s time card.
(B) Approved salary and wage rates shall be verified by the mayor prior to the payroll process for all appointed new hires, whether they are full time, part time, temporary, or permanent. Also, any change of approved payroll status.
(C) The Common Council has the responsibility of assuring that all positions salaries have been approved within the salary ordinance. A member of the Common Council shall verify the pay of the Clerk- Treasurer and the Mayor. The Mayor shall verify the pay of the Common Council members.
(D) The Board of Public Works and Safety has the responsibility for hiring, terminating, and approving promotions or other employee actions and instructing the Clerk-Treasurer of payroll transactions required in accordance to ordinance. Any requirement for additional changes in salary or benefits as stated in the ordinance shall be approved by the Board of Public Works and Safety.
(E) The Mayor, with each department head, shall develop job descriptions in accordance to each position within the salary ordinance. The Board of Public Works and Safety shall approve such job descriptions or changes.
(F) Any corrections to any recorded time and attendance records must be approved by the supervisor and the employee who must initial any changes after submitting a time card.
(G) City pay periods shall be bi-weekly starting at 12:00 a.m. (midnight) on a Monday night and ending two weeks later at midnight on a Sunday. Payday for said period of time shall be the following Thursday of such pay period.
(H) Payday shall be on Thursday following the pay period. The exception shall be when a payday falls on a holiday, the Clerk-Treasurer shall pay on Wednesday.
(I) Checks shall be placed into envelopes, sealed for individual employee pick up. Checks will be distributed by the end of business on scheduled payday. No checks will be given to anyone other than the payee unless the payee gives a written request to the Clerk-Treasurer. The note must be signed by the employee, have the printed name of the person who is picking up the check, what their relationship is, and also have the last four digits of the employees SSN.
(J) (1) Based upon city ordinance, the supervisor shall present a six-month performance evaluation to the Board of Public Works and Safety prior to the new employee receiving the 10% increase on salary.
(2) The Board of Public Works and Safety, upon approval, shall instruct the Clerk-Treasurer on the approval of pay based upon ordinance.
(K) An appointed Common Council member shall verify, in accordance to the salary ordinance, the salary and wage rates paid per employee quarterly.
(L) Whenever the Clerk-Treasurer is unable to complete the task of processing the payroll checks, The Deputy Clerk-Treasurer shall complete the process and the Mayor shall sign the checks.
(M) The Clerk-Treasurer’s applications is controlled and each Clerk-Treasurer and Deputy shall have separate logins and passwords, which shall be changed every 30 days.
(N) Payroll checks are accounted for in numerical order and reconciled by the Mayor on a quarterly basis. The Mayor may verify payroll disbursements prior to payment to employees.
(Ord. 14 2018, passed 12-11-2018)