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43 12/2024 <br /> <br /> <br />#210 PAYROLL & COMPENSATION <br /> DEFINITIONS <br />Direct Deposit – As permitted by state law, all city employees are required to participate in direct <br />deposit. <br /> <br />FICA (Federal Insurance Contributions Act) – FICA is the federal requirement that a certain amount <br />be automatically withheld from employees’ earnings. Specifically, FICA requires an employee <br />contribution of 6.2 percent for Social Security and 1.45 percent for Medicare. The city contributes <br />a matching 7.65 percent on behalf of each employee. Certain employees are exempt or partially <br />exempt from these withholdings (e.g., firefighters). <br />Pay Period – A fourteen (14) day period beginning at 12:00 a.m. on Saturday through 11:59 p.m. <br />on Friday, fourteen (14) days later. <br /> <br />Holiday Pay – Compensation (8 hours) received when City offices are closed for an observed <br />holiday. <br /> <br />Firefighter Holiday Leave Bank – In lieu of holiday pay, career firefighters will accrue leave (8 <br />hours) when City offices are closed for an observed holiday. The eight (8) hours of leave will be <br />earned in the pay period in which the observed holiday falls and can be used at a time mutually <br />agreed upon by the employee and the employee’s supervisor. Up to thirty-two (32) hours of <br />firefighter holiday leave may be Accrued hours do not carrriedy over from year to year. Firefighter <br />holiday leave hours and are not paid out upon separation of employment. <br /> <br />Full-time employees of the city will be compensated as determined by the City Council. Unless approved by <br />the Council, employees will not receive any amount from the city in addition to the pay authorized for the <br />positions to which they have been appointed. Expense reimbursement or travel expenses may be <br />authorized in addition to regular pay. Expense reimbursement checks will be paid through direct deposit. <br /> <br />Compensation for seasonal and temporary employees will be set by the City Council at the time of hire, or <br />on an annual basis. <br /> <br />DIRECT DEPOSIT <br />As provided for in Minnesota law, all employees are will be required to participate in direct deposit. <br />Employees are responsible for notifying the administrative services director of any change in status, <br />including changes in address, phone number, names of beneficiaries, marital status, etc. When paydays fall <br />on a holiday, deposits will be made the day before the holiday. Expense reimbursement checks will be <br />paid through direct deposit. <br /> <br />IMPROPER DEDUCTION AND OVERPAYMENT <br />If an employee believes that an improper deduction or overpayment, or another type of error, has been <br />made, they should immediately contact their supervisor. If the city determines it has made an improper <br />deduction from a paycheck, it will reimburse the employee for the improper amount deducted and take <br />good faith measures to prevent improper deductions from being made in the future. In cases of improper <br />overpayments, employees are required to promptly repay the city in the amount of the overpayment. The <br />employee can write a personal check or authorize a reduction in pay to cover the repayment. The city will <br />not reduce an employee’s pay without written authorization by the employee. Once the overpayment has <br />been recovered in full, the employee’s year to date earnings and taxes will be adjusted (so that the year’s <br />Form W-2 is correct) and the paying department will receive the corresponding credit. When an <br />overpayment occurs, the repayment must be made within the same tax year.