City of Clinton Employee Handbook

Approved by City Council 7-98
Revisions May 2002 - to date

9. PAYROLL AND PAY PERIOD POLICY

 A.  PAY CHECK DEDUCTIONS:   The City is required, by law, to make certain deductions from every employees pay check for Federal Income Tax, Oklahoma Income Tax, Social Security, Medicare and retirement.  In addition, the employee may authorize deductions for other City sponsored programs.

 B.  PAY PERIODS:   The payroll period for City employees is bi-weekly.  Pay will be distributed by direct deposit on Friday every other week.  In two (2) months of the year, there are three (3) pay periods, resulting over the course of a year, in twenty-six (26) pay periods.  In rare instances, there are twenty-seven (27) pay periods a year.  (Jan, 2008)

 C. REPORTING TIME WORKED - NON-EXEMPT: All non-exempt employees are required to fill out time sheets/cards daily in a complete and accurate manner.  The record should show the employees name, date and date, hours worked or reason for the absence.  Supervisors and Department Heads are responsible to assure compliance with this policy. Time sheets/cards shall have the employees signature, be approved by each Supervisor, and the Department Head.  Any corrections or changes to the time sheet/card shall be made by the employee in the presence of the supervisor and initialed by both.   Time sheets/cards shall be approved by each Supervisor and/or Department Head.   Any corrections or changes to the time sheet shall be made by the employee. The Supervisor or Department Head shall approve any corrections on the time sheet/cards and initial same. Time sheets shall be reviewed by each Supervisor and Department Head and approval designated by signature.  Time sheets/cards are due in the Finance Office each Monday.  (January, 2008)

10. EMPLOYMENT RECORDS

 The City of Clinton is required by law to keep certain employment records on all of its employees.

All employees shall notify their Supervisors or Department Heads within ten (10) days, of any change in their current address, legal name, telephone number, martial status, number of income tax deductions, insurance beneficiary and person to contact in case of emergency.

11. JOB PERFORMANCE EVALUATION

 A. PURPOSE:   The purpose of the evaluation system is to provide a comprehensive method by which all employees may be evaluated on their individual performance as it is related to their position.

B.  EVALUATION PERIODS:  

1. Upon completion of probationary periods.

2. Thereafter, each twelve months from original full time hire date.

3. Six (6) (or twelve months for Police and Fire) months after receiving a promotion or demotion.

 C.   EVALUATION PROCEDURE: The month prior to the employee anniversary date, the Personnel Director will forward the appropriate evaluation report forms for each employee to be evaluated to the Department Head.

• The Department Head will forward the evaluation form to the employees’ supervisor.

• The Supervisor will evaluate the employee.

• The Supervisor will then conduct a private discussion with the employee on the evaluation.

• Upon completion of the employee-supervisor meeting, each party shall make written comments, sign and date the completed evaluation form.

• The Supervisor will transfer the completed evaluation form to the Department Head who will review it.

• The Department Head may request additional information be presented by the Supervisor.

• The Department Head may not change any part of the evaluation or overall rating, but may make comments and initial his comments.

• The evaluation shall then be forwarded to the City Manager for review and comments.

• The evaluation report should be submitted to the Personnel Director one (1) week prior to the scheduled effective date for payroll adjustments.

 The evaluation report is to be completed in triplicate and distributed as follows:

1.  Original:                      Personnel Director

2.  Yellow Copy:               Department Files, if needed

3.  Pink Copy:                  Employee

All wage adjustments or increases will be subject to approval by the City Manager.

 D.  APPEAL PROCEDURE:   Since an employees performance report may influence many vital personnel decisions affecting him/her, it is important that he/she have the right to an impartial appeal, if requested.  The appeal procedure to be utilized is the process set forth in the City Charter and Employee Handbook.

 12. PROMOTION AND CHANGE OF STATUS POLICY

 A.   PROCEDURE GUIDELINES:    In the selection of employees for open positions, the following qualifications will be considered:

1. Skills, abilities, and past performance.

2. Disciplinary record.

3. Attendance record.

4. Length of service with City.

When an employee is promoted to a higher rated job, with a higher wage schedule, unless specifically authorized, the entrance rate shall be the lowest step in the higher salary schedule that will provide an increase over the rate received immediately prior to such promotion.   In all cases, assigned salaries shall conform to the current salary schedule for the position.

B.  TEMPORARY ASSIGNMENTS TO HIGHER OR LOWER JOB GRADES:  In cases where an employee is assigned to work in a job with a higher salary for a period of no less than two (2) consecutive work days, the employee shall receive the higher rate of pay.

In cases where an employee is temporarily assigned to work in a position in the same or a lower grade job, the employees rate of pay will not be changed.

All such salaries shall conform to the current compensation plan.  All such changes shall be approved by the City Manager prior to implementation.

C.  EMPLOYEE CHANGE OF STATUS:   A memo, stating a change of status, will be filed on employees for the purpose of keeping personnel and payroll records current when any of the following events occur:

1. Employee is hired.

2. Change in employees rate of pay.

3. Employee is laid off, discharged or quits.

4. Employee who has been laid off is reinstated.

5. Employee goes on active duty with U.S. Armed Services.

6. Upon return from U.S. Armed Services.

7. Employee completes the probationary period.

 D.  CONTINUOUS SERVICE - EMPLOYEE ANNIVERSARY DATE:   The following policy and definitions are set forth to assure consistency in the employees continuous service record and uniformity of practice in the City’s personnel administration.

 Anniversary Date - Date employee receives permanent, full-time employment status.

Adjusted Anniversary Date - Changing of the employment date by the number of days the employee has lost from their continuous service record, promotion, reclassification of position.

Continuous Service - Total length of time an employee has been on the City payroll as a full time employee.