2016 Spencer Handbook

Table of Contents

PAY PERIOD The work week shall commence at 12:01 A.M. Monday of each week. All employees shall be paid every two (2) weeks; payday being Friday. When payday falls on a holiday, payday shall be on the preceding day. Time reports from the various departments shall be completed and approved within the payroll system by the Department Heads and filed by noon on Tuesday prior to payroll day. Each employee shall promptly report all changes of name, address and telephone number to the Finance Department. Any assignment change in the employment status of an employee shall be reported by the Department Head to the Finance Department. Payroll history shall be kept permanently. All other personnel records; including applications, examinations and evaluation shall be kept for sixty (60) years. REPORTING OF HOURS WORKED All non-exempt employees must record all hours worked for each pay period. Exempt employees must record time off hours used for each pay period. The supervisor will approve (electronically or manually) the time document, indicating that the hours claimed were actually worked.

PAYCHECK/DIRECT DEPOSIT Direct deposit is offered to all employees and is required for all employees who begin work on or after July 1, 2013.

PAYROLL DEDUCTIONS Deductions for Federal and State income withholding tax are made routinely on the basis of the number of exemptions claimed by the employee. Additional deductions shall be made for Social Security tax, IPERS and Municipal Fire and Police Retirement System. Further deductions from an employee’s paycheck may be made upon an employee’s written request and the consent of the Finance Department. All requests made by the employee concerning payroll deductions must be kept on file. (a) Social Security / Medicare The City deducts the required amount of Social Security from your salary, matches it with a designated amount, and forwards the total to the Social Security Administration.

43