129-98 Amended OrdinanceRECORD OF ORDINANCES
Dayton Legal Blank Co. Form No. 30043
129-98 (Amended)
Ordinance No------------------------- Passed------------------------------------------------19-
An Ordinance Authorizing The City Manager To Modify The Payroll
Schedule From A System Of Paying On A Current Basis To A System Of
Paying On A Two Week Delay, And Declaring An Emergency
WHEREAS, the Compensation Plan provides for the City Manager, in consultation
with the Director of Finance and the Director of Human Resources and Procurement,
to determine the type of payroll system utilized by the City and the payroll schedule
followed; and
WHEREAS, the City's current payroll schedule in effect provides for the processing
and payment of payroll on a current basis; and
WHEREAS, the Administration is recommending the City payroll schedule be
changed to a system of processing and paying on a two week delay or on a lag basis.
NOW, THEREFORE, BE IT ORDAINED, by the Council of the City of Dublin,
State of Ohio, ( of the elected members concurring that:
Section 1. The City Manager is authorized to modify the City's payroll schedule to
a system of processing and paying on a two week delay.
~. This Ordinance is declared to be an emergency measure necessary from
the immediate preservation of the public peace, health, safety or welfare and for the
further reason to eliminate any impact for new employees hired and to allow the
effective date for existing employees to coincide with the next pay period.
Passed this ~~~ day of , 1999.
Mayor -Presiding Officer
ATTEST:
~~~~~~
Clerk of Council
T:\PER\DKP\98\126-8-MG. WPD
f;ty of D~,blin 'n acrora~nce w;thtS Drd.nance/?esofution
th Section 73 ), W ete p°sted -n the
,,~~~~ ,, ?5 of the Ohio Revised Code.
fls~; Clerk o ound~t~
Gh-o
CITY OF DUBLIN
Office of the City Manager
5200 Emerald Parkway • Dublin, Ohio 43017-1006
Phone: 614-761-6500 • Fax: 614-889-0740
To: Members of Dublin City Council
From: Timothy C. Hansley, City Manager
`,
Date: December 3, 1998
Memo
Re: Ordinance No. 129-98, An Ordinance To Modify The City's Payroll Schedule
Initiated by: Marsha I. Grigsby, Director of Finance ~~.~-
As discussed at the November 4, 1998 budget workshop, the City's current payroll schedule provides
for the processing and payment of payroll on a current basis. Employees paid on a current basis are
paid up to and including payday. This results in the City assuming the risk that the employees
should be compensated for their full pay period. Adjustments for actual overtime hours, use of
accrued leave, or other special hours are then deferred until the next pay cycle. The greatest risk of
paying on a current basis is when employees terminate without advance warning or change their
termination date after their original notice was given. In the past year, this has occurred four times
in instances where the employee did not have sufficient accrued leave balances or had not been with
the City long enough to be eligible for leave to off-set the overpayment of wages. This has resulted
in the City invoicing the employee to recover the overpayment. There have also been several
instances where adjustments had to be made on payouts for unused accrued leave balances or checks
were held and recalculated. This has resulted in a considerable amount of additional time to process
payroll and the related reports filed with the various governmental entities.
'~' Other issues involved include: confusion by the employees that they should receive another regular
pay check after they have terminated; additional work in PERS reporting because full-time
err employees are paid current and part-time employees are paid on a two week delay; and the new
payroll software can be utilized much more effectively if all employees are paid using the same
method.
We have discussed making this modification before and with the implementation of the new
software this past summer it became more apparent that this change would result in the most
effective and efficient method of processing payroll. As discussed at the budget workshop, it does
result in existing employees receiving an additional pay or partial pay when they terminate. We have
looked at several ways to implement this change and determined that from an administrative
standpoint this is the simplest way and from an employee standpoint it does not have the negative
impacts, perceived and real.
The Administration appreciates the support City Council Members expressed at the budget workshop
for this change in the payroll schedule. This will eliminate several problems that we continue to
incur in processing the City's payroll. If you have any questions or need additional information,
please do not hesitate to contact Marsha.
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