HomeMy WebLinkAboutItem 06.p
Date: Item No.
Resolution Amending Pay Period Policy
Proposed Action
Staff recommends adoption of the following motion: Move to approve the amendment to the
Pay Period Policy 6.27.
Overview
The City of Lakeville currently uses paper time cards to process payroll. It’s been determined there is a
need to further automate the payroll using electronic time cards and signatures. The current payroll
system has an Employee Self Service (ESS) component that allows employees and supervisors to submit
timecards electronically. The Police Department utilizes Police Officer Scheduling Software (POSS) to
schedule both sworn and civilian police personnel. POSS also has a timecard component that is
compatible with our payroll system. Staff will be implementing electronic timecards within the next
several months.
Minnesota State Statute 412.271 allows cities to use electronic time recording systems if the governing
body adopts policies to ensure that the timekeeping and payroll methods used are accurate and reliable.
Staff is proposing a policy amendment to authorize the use of electronic time cards for employees. To
meet statutory requirements, employees will receive training and will sign a user acknowledgement form
that will declare their responsibility to utilize the electronic timekeeping system to accurately record their
work hours and time off.
Primary Issues to Consider
• Amending the pay period policy would meet the statutory requirement of MN Statute
412.271.
Supporting Information
• Resolution Amending Pay Period Policy 6.27
• Amended Pay Period Policy 6.27
Financial Impact: $ Budgeted: Y☐ N☐ Source:
Related Documents: (CIP, ERP, etc.):
Envision Lakeville Community Values: Good Value for Public Services
Report Completed by: Tammy Schutta, Human Resources Manager
November 19, 2018
CITY OF LAKEVILLE
RESOLUTION NO. ____
RESOLUTION AMENDING THE PAY PERIOD POLICY
WHEREAS, the City of Lakeville seeks to utilize technology to improve efficiency, redundancy
and accuracy; and
WHEREAS, an amendment to the Pay Period Policy will allow employees to use electronic time
cards to record all hours worked and hours to be compensated; and
WHEREAS, the policy amendment includes employees will sign a user acknowledgement form
that will declare their responsibility to utilize the electronic timekeeping system.
NOW, THEREFORE, BE IT RESOLVED that the City Council approves the amendment to Pay
Period policy.
ADOPTED by the Lakeville City Council this 19TH day of November, 2018
______________________________
Douglas P. Anderson, Mayor
_________________________________
Charlene Friedges, City Clerk
PAY PERIOD
Policy 6.27
1) POLICY
a) The regular payday for all city employees will be on alternating Fridays. The payroll is
calculated for the two-week period through the Sunday prior to payday.
a) All employees are required to complete a bi-weekly time card. Paper time cards or
electronic time cards will be used to record all hours worked or hours to be
compensated (i.e. vacation, sick leave, PTO, holidays, etc.).
b) Employees will sign a user acknowledgement form that will declare their
responsibility to utilize the electronic timekeeping system to accurately record their
work hours and time off.
b)c) Paper Ttime cards or electronic time cards must be completed and submitted to the
employee’s department timekeeper by noon Monday for the pay period just ended.
The employee’s pay will be withheld until the time card is delivered to the city’s Human
Resources Department.
c)d) When a payday falls on an official holiday, the employees will receive their wages the
preceding day.
d)e) Direct Deposit. All employees must have their paychecks automatically deposited
into a checking or savings account(s) on payday. Direct deposit authorization/change
forms are available from the Human Resources Department.
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