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44 12/2024 <br /> <br /> <br />In the exceptional situation where the overpayment occurs in one tax year and is not discovered until the <br />next year, the overpayment must be repaid in the year it is discovered, but there will be additional steps <br />and paperwork required. Any overpayments not repaid in full within the calendar year of the overpayment <br />are considered “prior year overpayments” and the employee must repay not only for the net amount of <br />the overpayment, but also the federal and state taxes the city has paid on their behalf. The city is able to <br />recover the overpaid Social Security and Medicare taxes. Accordingly, the city will not require the <br />employee to repay those taxes provided the employee provides a written statement that he/she will not <br />request a refund of the taxes. The overpayment amount will remain taxable in the year of the <br />overpayment since the employee had access to the funds. The employee is not entitled to file an amended <br />tax return for the year but may be entitled to a deduction or credit with respect to the repayment in the <br />year of repayment. Employees should contact their tax advisors for additional information. <br /> <br />TIME REPORTING <br />Full-time, non-exempt employees are expected to work the number of hours per week as established for <br />their position. They will be paid according to the time reported on their time sheets. To comply with the <br />provisions of the federal and state Fair Labor Standards Act, hours worked, and any leave time used by <br />non-exempt employees are to be recorded daily and submitted to payroll on a bi-weekly basis. This is done <br />electronically through the City’s payroll software. Time sheets should be entered and approved by the <br />employee and approved by the employee’s immediate supervisor. Approving and submitting electronic <br />time sheets acts as a signature. Reporting false information on a time sheet may be cause for immediate <br />termination. <br /> <br />OVERTIME / COMPENSATORY TIME <br />The City of Lake Elmo has established this overtime policy to comply with applicable state and federal laws <br />governing accrual and use of overtime. The city administrator (with input from the administrative services <br />director) will determine whether each employee is designated as “exempt” or “non-exempt” from earning <br />overtime. In general, employees in executive and professional job classes are exempt; all others are non- <br />exempt. <br /> <br />NON-EXEMPT EMPLOYEES (Overtime-Eligible) <br />For most employees the workweek begins at 12:00 a.m. on Saturday and runs until the following Friday <br />night at 11:59 pm. Supervisors may establish a different workweek based on the needs of the department, <br />subject to the approval of the city administrator. <br /> <br />The employee’s supervisor must approve overtime hours in advance. An employee who works overtime <br />without prior approval may be subject to disciplinary action. <br /> <br />Overtime-eligible employees will be compensated at the rate of one -and-one-half (1.5) times their hourly <br />pay rate for all hours worked over 40 in one workweek. Vacation and ESST hours taken do not count <br />towards “hours worked.” Paid holidays do count toward “hours worked.” <br /> <br />Career firefighters will be compensated at the rate of one-and-one-half (1.5) times their hourly pay rate for <br />all hours worked over 159 in the designated 21-day cycle. Firefighter Holiday Leave hours do not count <br />towards “hours worked.” For any overtime hours worked on a City holiday Career Firefighters shall be paid <br />two (2) times their hourly pay rate. <br /> <br />Employees may earn compensatory time at the rate of one- and one-half (1.5) times in lieu of overtime <br />pay, upon mutual agreement between the employe and the employer.