Table of Contents: Chapter 2
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203 SALARY ADMINISTRATION (Effective 03/07/2022)
203.1 Establishing Salaries, Certifications, and Payment
The Pay and Classification Plan shall consist of a scale of standard rates of pay indicating minimum and maximum pay for each position. There shall be as many different rates as recommended by the City Manager and approved by the City Council.
The City Council shall approve pay ranges for the Pay and Classification Plan of the City. The City Manager shall make individual adjustment to the rate of pay of employees subject to Pay and Classification Plan and applicable City Policies.
203.2 Distribution of Pay
Employees shall be paid every other Thursday. If a City-recognized holiday falls on a Thursday, the payday shall be the preceding workday. Regular pay will be provided via direct deposit to an employee's account(s). Notification of deposit will occur on payday with an electronic pay advise. Special pay may require a physical paycheck, which will be available in the Finance Department on payday.
203.3 Beginning Salary
Entry into City service shall be no lower than the minimum of the pay band and cannot exceed the maximum of the pay band. Entry into the service above the minimum pay rate for the position must be justified on the basis of exceptional skills and experience above those required and sufficient budget allocations must be available to extend an offer to such person.
The Human Resources department must be consulted on every offer amount and approve any offer amount
All instances of employment above the minimum pay rate must be approved per the Hiring Policy in Section 103.
203.4 Market Adjustments
Pay ranges will be adjusted as necessary according to market data, job evaluation and internal equity.
203.5 Pay Rate Increases
Annually, the City Council shall determine the amount of employee pay raises to be awarded based on the pay and classification plan, pay bands and budgetary considerations.
Unless an employee receives an unsatisfactory rating on the employee’s annual performance evaluation, the employee shall receive any pay rate increase approved by the City Council. Annual pay increases shall be effective at the beginning of the first pay period after July 1 of each year or as approved by the City Council. No employee's base wage can exceed the established pay range maximum
203.6 Unsatisfactory Performance Rating
Any department giving an unsatisfactory rating to an employee shall be required to discuss the rating with the Director of Human Resources in advance of the delivery of the unacceptable rating to the employee. The Director of Human Resources will help determine what steps should be taken to improve the performance of the individual to an acceptable level. Unsatisfactory ratings shall be grounds for disciplinary action up to and including dismissal. No employee who has received an unsatisfactory rating shall be considered for a promotion while the unsatisfactory rating is in effect or within 1 year of an unsatisfactory rating. The supervisor will review an employee with a unsatisfactory rating within 90 days or follow an established and approved performance improvement plan. Adjustments in pay may be made after that time period.
203.7 Pay Deductions
Employees working in an exempt position do not receive additional pay for working more than 40 hours per week. The City will not make any pay deductions for exempt employees except as expressly permitted by applicable law. Pursuant to principles of public accountability and 29 CFR § 541.710, as amended, an exempt employee’s pay may be reduced for absences of four (4) or more hours in one work-day for personal reasons or because of illness or injury when accrued leave is not used by an employee because:
- Permission for its use has not been sought or has been sought and denied;
- Accrued leave has been exhausted; or
- The employee chooses to use leave without pay.
203.8 Complaint Procedure
Any employee who believes that an improper deduction has been made may file a written complaint with the Director of Human Resources which describes the deductions that are believed to be improper. All complaints of improper deductions shall be investigated, and any amounts which have been improperly withheld shall be reimbursed to the employee as soon as practically possible.
203.9 Final Paycheck
The final paycheck of a separating employee shall be issued only after the Director has reviewed written or verbal confirmation of the separation of the employee. Human Resources and Finance must be notified prior to or as soon as possible after the separation of employment in order to assure proper payment in a timely manner.