HomeMy WebLinkAbout4.e. Approve Policy for Payroll and Benefit Changes �
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TO: Mayor Napper
Council Members Willcox, Wippermann, Oxborough, Klassen
FROM: Susan M. Johnson, City Clerk ,
DATE: Jul 13 1990 �
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RE: Procedure for Salary and Benefit Changes
Attached for your adoption under the Consent Agenda is a
Procedure for Salary and Benefit Changes which would become a
p�rt of the administrative personnel policy.
Since assuming the position of City Clerk and taking on more of
the personnel responsibilities, it has been my goal to put
together a procedure where all salary and benefit changes would
be initiated from my office. Currently the department heads have
the responsibility of making sure all salary and benefit changes
are sent to the payroll department.
Deputy Finance Director Jeff May and ,I have met over the last few
months and have agreed the proposed system would be more
efficient. We feel having only one person assigned to initiate
changes will allow the forms to end up in Jeff's office in a more
timely manner and in a consistent fashion that will assist the
payroll department.
Please be advised that having the changes coming from my office
is basically the only change being made with regards to salary
and benefit changes. The procedure for computing when payroil
increases, vacation rate increases and vacation accrual maximums
are effective has been in place for several years; except now it
will be in writing and formally adopted.
If you have any questions, please feel free to contact me.
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CITY OF ROSEMOUNT
POLSCY TZTLE: PROCEDURE FOR PAYROLL AND BENEFIT CHANGES
POLTCY NUMBER: PE - 4
PROPOSED BY• ADMINSSTRATION
DATE APPROVED BY CITY COUNCIL:
PURPOSE
This procedure will provide an efficient and consistent method
for making adjustments to all city employees' payroll records
with regards to salary and benefit changes.
These changes will be initiated and approved according to the
following documents in effect at the time of a change: Salary
Adjustment Policy for Non-Union Employees, Salary Compensation
Schedule for Non-Union Employees, �esolution Outlining Non-Union
Full-Time Staff Salary and Benefits, Labor Agreement between the
City of Rosemount and Law Enforcement Labor Services, Inc. and
Labor Agreement between the City of Rosemount and Minnesota
Teams�ers Public and Law �nforcement Employees' Union, Local No.
320.
I. The City Clerk will keep up-to-date and accurate payroll
records for all city employees.
A. Records will include:
( 1 ) Present salary of employee and when scheduled
salary increases should occur.
(2) Anniversary dates of employees/years ot service.
( 3} Vacation rates and when changes in earned rates
will accur depending upon employee's anniversary
date and the above-referenced documents.
(4) Vacation �naximum accrual amounts and when maximum
amounts would change based upon e�nployee' s
anniversary date and the above-referenced
documents.
( 5) Longevity percentage rates and when salary
adjustments �aould occur based upon emplayee' s
anniversary date and the above-rzferenced
documents.
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Procedure for Payroll and Benefit Changes
Policy Number PE - 4
Page 2
B. Salary increases will be effective for the pay period
within which employee`s anniversary date occurs. For
example, when employee' s anna.versary date falls in the
middle of a two-week pay period, all salary increases
will be effective for the entire pay period. This aiso
includes salary increases because of longevity rate
changes.
C. Vacation rate increases occur the second pay period of
the month. If the employee' s anniversary date occurs
after the second pay period, the vacation rate change
will occur the second pay period of the following month.
D. Vacation accrual maxirnums will be changed on the
employee's anniversary date.
II. The City Clerk will initiate a Payroll/Benefit Change Forrn
for all new full-time and part-time employees.
III. The City Clerk and Department Heads or Supervisors will meet
prior to the new employee start date to insure that the
Payroll Department has the appropriate salary and benefit
information for all new employees in a timely manner.
IV. The City Clerk will initiate any changes in payroll status
of all employees. This will consist of the following
changes:
A. Salary changes
B. Longevity changes
C. Vacation Rates
D. Vacation accrual maximum amount
�. The City Clerk will fill out the Payroll/Benefit Change Form
one month in advance of any scheduled change and forward to
employee' s department head for review. Department head will
sign and date form authorizing change. If employee is a
department head, forrn will be forwarded to the Administrator
for review and signature.
VI. Department head, after signing form, will forward to City
Administrator for approval.
VII. City Administrator, af ter signing form, wi11 forward to City
Clerk. City Clerk Eaill copy form to employee and forward
the original form to payroll department.
VIII. Procedure will be conducted in a timely manner so the
payroll department has the change form two weeics prior to
effective date of chang2.