City of Kirkwood, MO Article V Classification And Pay Plan Administration

§ E-500 Administration Of Plan.

[Ord. No. 10516, 9-20-2018; Ord. No. 10681, 9-3-2020; Ord. No. 10776, 10-6-2022; Ord. No. 10803, 4-20-2023]

a. New Employees. Generally all new employees shall be hired at the minimum rate unless their qualifications are such that it is to the City's advantage to hire at an advanced rate. Hiring at an initial rate above the market rate of the applicable pay grade shall be upon approval by the Assistant Chief Administrative Officer and only upon appropriate documentation by the Department Head that such action is to the benefit of the City.

b. Promotions and Transfers. When an employee is promoted to a position in a higher class, the employee's salary shall be increased to at least the minimum rate for the higher classification. Employees promoted or transferred will immediately begin a probationary period for the new position. In the event that the employee does not satisfactorily complete the probationary period, the employee shall, unless the probationary period is extended, revert to his or her previous position at his or her prior rate of pay for the position, provided a position is available.

The Department Head will determine the promotional increase percentage according to the pay adjustment guidelines. The employee's pay shall be adjusted at least 5% for each salary grade shift not to exceed the greater of 20% or the minimum of the new salary grade.

c. Demotions. An employee who requests and accepts an assignment in a lower pay classification shall have his or her salary reduced by the percentage differential between the two relevant pay classifications.

In the case of a demotion resulting from poor performance, the employee's current salary will be reduced by 10% and then compared to the new salary grade maximum. If the employee's adjusted salary is greater than the new salary grade maximum, his or her pay will be reduced to the new salary grade maximum.

In the case of a demotion resulting from an organizational change or change in duties assignment, reasonable attempts will be made to keep the individual at the current salary.

In the case of a voluntary demotion unrelated to job performance deficiencies, the employee's rate of pay in the lower classification shall be reduced by the same percentage as such employee's pay was increased upon acceptance of the promotion to the position the employee subsequently leaves voluntarily.

d. Merit Increases. A merit increase is a payment granted to an employee as a result of overall performance. The merit increase may be a lump-sum payment, an increase to salary base or a combination of an increase to salary base and a singular lump-sum payment. Once an employee reaches the maximum of the salary range, the merit increase will be in the form of a singular lump-sum payment for future service but shall not increase the salary base. Merit increases shall be based upon performance evaluations with the amount of merit increases, if any, fluctuating from year to year. Performance evaluations will result in performance ratings which shall serve as the basis for the amount of the merit increase. Merit increases may be granted once per year, unless otherwise provided by ordinance. Employees on disciplinary probation or any type of performance improvement plan will not receive their merit increase until such time as performance improves as determined by the applicable Department Head or the period of disciplinary probation has expired.

e. Dates of Performance Evaluations. Performance evaluations shall be conducted at least annually; however, they may be conducted more frequently at the discretion of the Department Head. In no case shall a merit increase be granted if a performance evaluation has not taken place within 90 days prior to the effective date of the merit pay increase.

f. Cost of Living Adjustments. Each budget cycle, the Chief Administrative Officer shall evaluate the salary schedules to ensure the market rates are accurate. When appropriate, the salary schedules may be adjusted on January 1, in order to take into account the Consumer Price Index for All Urban Consumers in the Midwest (CPI-Midwest U). All employees who are paid at or below the maximum of the salary range for their classification will receive such increase.

g. Pay Ordinance. The City Council may from time to time change the pay ordinance increasing the minimum and maximum rates of pay. The Council may, by ordinance, establish special pay provisions necessary for the effective administration of the Classification and Pay Plan and to promote the concept of merit or performance pay.

h. Compensation Policies Ordinance. Nothing contained in these Personnel Rules and Regulations is intended to or shall supersede the compensation policies of the City adopted by Ordinance.

§ E-510 Pay Policy.

[Ord. No. 10516, 9-20-2018; Ord. No. 10776, 10-6-2022; Ord. No. 10803, 4-20-2023]

a. Purpose. The City's goal is to pay everyone properly under the law. To that end, the City seeks to clearly communicate that policy and to make sure that all employees are aware of the City's complaint procedure in the event that the City inadvertently makes an improper deduction from any employee's pay.

b. Complaint Procedure. Any employee who believes that the City has made an improper deduction from the employee's pay, as soon as it is discovered, at the latest, within 30 days of becoming aware of the improper deduction, should file a written complaint with the Director of Finance identifying the improper deduction. The complaint should include a copy of the pay stub from the relevant pay period, with an explanation of the reason(s) the deduction is believed to have been improper.

c. Resolution. Upon the receipt of the written complaint, the Director of Finance will promptly review and investigate the disputed deduction to determine whether the deduction was improper and, as soon as practicable, the Director of Finance will provide a written decision outlining whether the deduction was improper and the reasons therefore. If the Director of Finance, in response to proper notification of the problem through the above-outlined complaint procedure, concludes that the City has made an improper deduction, then the City will promptly reimburse the employee for the improper deduction.