Employee performance evaluations will be considered in determining salary increases and decreases within the limits established in the pay plan, as a factor in promotions, as a factor in determining the order of layoffs, and as a means of identifying employees who should be promoted or transferred, or who, because of their low performance, should be demoted or dismissed.
An evaluation of the performance of each Full-time and Part-time employee based on his or her duties and responsibilities shall be prepared by the employee’s immediate department head at least annually. The evaluation shall be in writing on forms approved by the City Administrator. The department head shall evaluate at least quarterly, any employee who has received a poor performance rating.
Evaluations, upon review by the department head and after the employee has had an opportunity to respond, shall be included in the employee’s personnel file.
Pay Range:
The Governing Body shall adopt a pay plan, with minimum and maximum amounts of pay for each class of positions. The pay ranges assigned to each class of positions shall be periodically reviewed and revised by the Governing Body.
Pay Plan:
The salary of each employee of the city, except those appointed officers whose salary is specifically set by ordinance, shall, at least annually, be set at an amount within the pay range of the position class the employee is assigned.
Employees working on a part-time basis shall receive that portion of the salary assigned to their position to be determined by the actual time they work. The hourly wage for persons employed on a monthly salary basis is computed as follows: Monthly wage times 12 divided by (hours worked per week x 52) equals wage per hour for full-time employees.
Pay Increases:
• Pay increases shall not be routine or automatic and are subject to approval by the Governing Body.
• Annual cost-of-living pay increases may be given as approved by the Governing Body.
• Subject to the approval of the Governing Body, the City Administrator may award a pay increase to an employee based on an annual performance evaluation submitted by the employee’s immediate department head.
• The Governing Body shall establish all employee positions for the city.
• The Governing Body shall at the time a position is established set a base salary for that position.
Paydays:
The City shall pay all employees bi-weekly on Thursday. Should the regular payday fall on a city holiday, pay shall be distributed on the working day immediately preceding that day.
Payroll Deductions:
Various payroll deductions are made each payday to comply with Federal and state laws pertaining to taxes and insurance and as authorized by you. Deductions will be made for the following as applicable:
• Federal and State Income Tax Withholding
• Social Security and Medicare (FICA)
• 401(k) Elective Contribution
• Flexible Benefits (Cafeteria) Plan
• Medical, Dental, and Supplemental Insurance Premiums
• 457 Plan
Both employees and employers are responsible for paying Social Security and Medicare taxes. City of Hillsboro matches Social Security and Medicare (FICA) withholding dollar-for-dollar.
Compensation for authorized overtime work shall be at the rate of one and one-half times the employee’s regular rate of pay, and shall be given in the form of compensatory time off. All employees must physically work forty (40) hours per week before accruing any overtime. Compensatory time cannot be used to substitute for the required forty (40) hours. All employees, by accepting employment with the City of Hillsboro, implicitly agree to the payment of overtime in compensatory time form. The City Administrator may compel the use of compensatory time off at the city’s discretion. Upon termination, an employee shall be compensated for all earned, but unused, compensatory time.
No person employed in an Exempt administrative, executive or professional position, as defined by the federal Fair Labor Standards Act, shall be eligible for overtime pay.
These positions are defined as “FLSA - Exempt”.
All “FLSA - Non-Exempt” employees shall be eligible to receive overtime compensation for all hours worked in excess of the normal city work week, except for full-time police officers and fire fighters.
Full time police officers shall be eligible to receive overtime compensation only for work hours in a work period which exceeds 86 hours per 14 day work period (or for any proportionate number of hours worked in a work period from 7 to 28 days at the city’s option). City employees who serve as a volunteer fire fighter will not receive OT as part of their volunteer activities.
All overtime work must have prior authorization by the employee’s department head and City Administrator. The department head shall maintain records of any overtime worked.
Upon termination of employment, the accrued compensatory time will be paid to the employee either at the average rate of pay received during the last three years of employment, or at the final regular rate of pay received, whichever is higher.
Call-Out Policy:
Any employee who is “called-out” is awarded 2 hours minimum compensation, plus time worked beyond that two hour period on the same call. Employees must clock in and out for all call-outs. Clocking in and clocking out must be two separate instances with a minimum of 30 minutes between clock in and clock out. Failure to clock in may result in the call-out not being paid.
Utility On-Call
Policy:
Utility Departments that require employees to receive calls after hours will receive compensation for that time. On-Call is defined as when an employee that receives calls for that department for one week and performs weekend duties for that department.
Employees taking on-call duty will receive $50 for the week, in addition to a predetermined number of hours of pay for that department’s weekend duty. Employees working the weekend duty will not be eligible for additional call-out pay if that call-out occurs in the window when the employee would be doing regular weekend duty.
In addition to the unpaid suspensions that may be imposed upon non-exempt employees, City of Hillsboro may make full day deductions from the pay of an exempt employee when the employee is absent from work for one or more full days for personal reasons other than sickness or disability; for infractions to safety rules of major significance; or for unpaid disciplinary suspensions for workplace conduct rule infractions. Also, City of Hillsboro is not required to pay exempt employees their full salary in the initial or terminal week of employment, or for weeks in which an exempt employee takes unpaid leave.
City of Hillsboro prohibits improper deductions from wages and salary, and is committed to following the FLSA. In the event an employee believes an improper deduction has occurred, he or she should immediately notify the City Administrator. City of Hillsboro will reimburse employees for any improper deductions and take action necessary to prevent future errors.
Retirement---OASDI
Benefits:
All eligible employees of the city are under the federal OASDI social security system, and receive the benefits thereof in accordance with federal laws and guidelines. The cost of this benefit is paid equally by city and employee, with the employee contribution subject to payroll deduction.
Retirement---KPERS
Benefits:
All eligible employees of the city are members of the Kansas Public Employees Retirement System (KPERS) and receive the benefits thereof in accordance with state laws and guidelines. Under current law, KPERS members contribute six percent of salary, by payroll deduction. The employer’s share is determined by KPERS, and varies annually.
Retirement Date:
The federal Age Discrimination in Employment Act shall be the policy for city retirement. Normal retirement benefits under KPERS and OASDI accrue at age 65.
KPERS Death and
Disability Benefits:
All employees who are contributing members of KPERS are eligible for the insured death and disability benefits provided by KPERS, which is supplemental to the regular KPERS benefits. The cost of this benefit is paid entirely by the employer.
Health Care Program:
All full-time employees shall be eligible for the city’s group health insurance program. A part-time employee shall be eligible for group health insurance after they meet eligibility requirements. (See Employee Benefit Guide for details)
When an individual employee is required to contribute because of participation in the city’s group health care program the amount of such contribution shall be a payroll deduction.
All costs for health care insurance shall be paid by the employee during any period the employee: is on leave without pay; is on suspension without pay; is on unauthorized leave; or is participating in any unlawful work stoppage.
SEE EMPLOYEE BENEFIT GUIDE FOR MORE INFORMATION REGARDING BENEFITS
City of Hillsboro requires non-exempt employees maintain a time card of his or her hours of work. This will keep a record of work attendance. These time cards will also be used to ensure the accuracy of paychecks. All non-exempt employees are required to accurately record their hours worked each day.
Each employee must only use his or her own time card. Employees who use a time card other than their own will be subject to disciplinary action up to and including discharge.
Employees must approve the hours recorded on their time cards before each pay period by signing them and returning to payroll by Monday following the end of the pay period.