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<br />Objective <br /> <br />The objective of the city council in meeting this goal is to ensure that payroll <br />disbursements are made only upon proper authorization to bona fide employees, that <br />payroll disbursements are properly recorded, and related legal requirements (such as <br />payroll tax deposits) are complied with. <br /> <br />Procedures <br /> <br />1. Seerel!ation of Duties <br /> <br />Payroll checks should be written in keeping with the procedures for all other cash <br />disbursements as noted above. Additional requirements related to the payroll function <br />to be performed by persons who are not payroll check signers are as follows: <br /> <br />a. The Account Clerk shall hold unclaimed paychecks. <br /> <br />b. The Finance Director shall review the payroll register and the Account Clerk <br />will post payroll to the general ledger. <br /> <br />c. The Finance Director will review payroll-related tax withholding, deposits and <br />reporting and prepare reports of same for the council. <br /> <br />d. The Account Clerk shall prepare year-end W-2's to employees and respond to <br />inquiries regarding the same. <br /> <br />2. Accouutiul! Controls <br /> <br />The following common internal controls relate to payroll: <br /> <br />a. Time sheets are required to document employee hours, including overtime, and <br />leave time. <br /> <br />b. Time sheets must be signed by the employee's immediate supervisor and the <br />City Administrator authorizing payment for work. <br /> <br />c. Employment records will be maintained for each employee that detail wage <br />rates, benefits, taxes withheld, and any changes in employment status. <br /> <br />d. Payroll-related taxes, including employer share, shall be withheld and paid to <br />the appropriate govermnent agency on a timely basis. <br /> <br />e. The City Administrator and Finance Director will review and sign all payroll <br />tax returns. <br /> <br />4 <br />