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Employee Newsletter (December 2018)

Nov 30, 2018

The employee newsletter is now available to view on the CLICK for the month of December:

Employee Newsletter (December 2018)

Following Finance - Winter FY2019

Nov 29, 2018

The Winter issue of the Following Finance newsletter is now available on the Click and OnBase at BGKY - Newsletters.

Highlights include:

  • Summary of recent policy updates, including to Travel & Procurement Card policies 
  • NEW: Employees will have option to receive paperless W-2s in-lieu-of a paper copy from POE 
  • Changes to AP & Payroll deadlines due to the Christmas & New Year’s holidays 
  • FY2020 Budget Information 
  • 2019 Per Diem rates 
  • Mandatory Payroll training, four classes available on Wednesday 12/5 and Thursday 12/6 

Harvest Festival

Oct 19, 2018

Did you miss the Harvest Festival last week? Check out this great video of the event and mark your calendars for the City Hall Open House & Downtown Lights Up on Friday, December 7 starting at 3:30 pm @ City Hall. There’s something for everyone. More info to follow…you don’t want to miss it.

Following Finance - Fall 2018

Oct 15, 2018

The fall 2018 issue of the Following Finance Newsletter is now available on the CLICK and via OnBase at BGKY - Newsletters.

This issue contains information on NWS after the recent update, upcoming training opportunities (NWS tips & tricks and Financial Policy review), and Amazon Business. Contact Erin Ballou with any questions.

Results of Fiscal Year 2018 Employee Satisfaction and Internal Services Survey

Aug 6, 2018

THANK YOU to everyone who participated and shared your comments in the eighth annual employee survey. There were approximately 651 surveys distributed (based on the number of FT & PT employees on staff as of mid-July) and 240 responses collected, providing a 36.9% response rate. This is the best response rate we have ever received! For those who chose not to participate this year, please consider providing feedback with next year's process.

The information gathered regarding internal service areas will be used in conjunction with our quarterly/annual performance measurement reporting. This year's survey also included an expanded component regarding employee satisfaction. The results of which indicate a need for further review and analysis to determine the best method for enhancing employee experiences with the City. A summary of the survey results are available for your review and reference here

A comparison of responses over the past several years has been updated to show those internal service areas which continue to perform well and those areas still needing further improvement. Each category was given a grade point, and the cumulative scores for FY18 identify all but four areas as ranking "good" or better, with about a third of the service areas ranked receiving their best scores to date. This year's highest score stays in the Purchasing family, but switches over to Purchasing-Project Bidding. Only about a quarter of the service areas show a modest decline compared to last year's score. Any minor fluctuations are not uncommon based on the number of responses in a given year. One other area of note, Radio Services received the largest positive change this year. The scores are also available for review and reference here.

Your dedication and service to the City of Bowling Green, and especially to your fellow co-workers is very much appreciated!! Thank you again for sharing your opinions and taking the time to complete this year's survey. Your constructive feedback helps as we continue to find ways to better serve ALL of our customers!

Humana Specialty Insurance is now ManhattanLife Voluntary Benefits

Jul 12, 2018

Humana announced in May the sale of their Workplace Voluntary Benefits (WVB) line of business to ManhattanLife.  ManhattanLife began administering the business on July 1st, 2018. ManhattanLife has worked to make this transition as seamless as possible for members with Workplace Voluntary Benefits (Specialty Insurance).  Please reference the attached letter from ManhattanLife. Make note of the changes in e-mail addresses and phone numbers. Contact me if you have any questions.


Lori A. Gray, PHR

Benefits Manager

Human Resources & Risk Management

1001 College Street

Bowling Green, KY 42101

Office: 270-393-3644

FY2018 Employee Satisfaction & Internal Services Survey Release

Jul 2, 2018

Dear City Employee:

The new City Manager would like to hear from you!  This year’s survey is a little different from past surveys as it also includes a component regarding employee satisfaction.  And, as in past years, the City is again reviewing several of its internal service areas as part of the annual performance measurement reporting process for Fiscal Year 2018.   These service areas include: Facilities Management, Fleet Maintenance, Human Resources, Communication Equipment Services, Information Technology Services, Legal Services, Procurement & Surplus, Risk Management, Financial Services, Public Information Services, City Care Center and Other Internal Services.

To aid in this process, every employee is being asked to complete a short survey.  The survey allows you to rate your satisfaction with each service area and to provide feedback which will help identify any areas needing improvement and/or areas that continue to perform well.   Without your input, it is difficult to gage the City's overall service performance.

The survey will remain open through July 31, 2018.   Please click on the below link to access the survey electronically:

Or, a PDF of the survey is also linked if you would rather print out a paper copy to complete.  Simply forward the completed survey back to me through inter-office mail.  Your name is NOT required

FY18 Employee Satisfaction & Internal Services Survey (PDF)

Supervisors, you are asked to forward a copy of the survey to any employees that do not regularly have access to email.  You can direct them to the City Employee Home Page ( to access the survey link or provide them with a paper copy to complete and return to my attention.

Mr. Meisel and I greatly appreciate your time and consideration with completing this year’s Employee Satisfaction & Internal Services Survey.  Your feedback is very helpful in order to make any necessary improvements.

Thank you in advance for your participation!

Katie Schaller-Ward
Assistant City Manager/City Clerk
City of Bowling Green
1001 College Street
PO Box 430
Bowling Green, KY  42102-0430
270.393.3632 office
270.792.6571 mobile
270.393.3698 fax

OnBase Go Live

Jun 15, 2018

As most of you are aware, the City is migrating to a new document management system, which is called OnBase. This system will replace not only DM (aka eDocs/Hummingbird), but also Kofax scanning, and our current online forms processing system.

Everyone should now be signed up or have already attended training for the new product. If you attended training, you should’ve also received an email containing a training document and a link for installing the test version of the OnBase Unity Client. The training documentation is also available on the CLICK (Documents -> Information Technology -> OnBase).

Below is our current schedule for the OnBase rollout (go-live):

  • June 22nd (Friday) at 2:00 PM
    DM will be turned off and no longer accessible. If you need access to any of your DM documents over the weekend or early on Monday, please make sure to export those documents prior to the Friday cut-off time. You will need to work with them outside of the document management system.
  • June 22nd (Friday) – June 24th (Sunday)
    Over the weekend, all documents will be migrated from DM into OnBase and the conversion will be validated.
  • June 25th (Monday) at 7:00 AM
    The OnBase system will be online and available. Once available, you will need to follow instructions from the training document to migrate your documents into their proper document type category.

If you have any questions on the project prior to go-live, feel free to contact me, Donnita Weeks, or Brad Stinson.

After the OnBase system is live on June 25th (Monday), please direct any questions or issues to Helpdesk. The ticket will be assigned to the appropriate person and we will get back to you as quickly as possible.

After the system is live and things have settled down a bit, we will begin offering hands-on training. These sessions will allow you to work with your own data and have time for Q/A. Watch for updates on this and how to sign up in the near future.

The new system will continue to evolve as we migrate paper forms and fillable PDFs into OnBase. Going forward the system will allow approval processes to occur electronically, allow the access of documents through mobile devices and the web, offer more scanning options and interfaces, and even handle the new physical records area that is housed in the Annex building.

Thank you!

Lynn Hartley

Health Reimbursement Arrangement - HRA

Jun 5, 2018

The Health Reimbursement Arrangement can be utilized to reimburse members, on the City’s medical plan, for any medical expense covered under the City’s medical plan EXCEPT for physician/doctor visits and co-pays (the only co-pay on the City’ plan is ER co-pay).

The HRA claim form is located on the CLICK. Meritain has the same claim form on their website but the guidelines on the second page are not the same as the City’s HRA plan.

When submitting the claim form, the member must attach the Explanation of Benefits (EOB) for the amount requested on the claim form. Meritain does not need itemized billing or receipts from the provider, only the EOB.

Employees can check their HRA balance by logging on to .

Once your claim has been submitted please allow up to 3 weeks to receive payment.

Please share this with your spouse and/or dependent children that may submit a claim form.

Contact me if you have any questions.

Lori Gray

(270) 393-3644,

Following Finance - Fiscal Year-End June 2018

Jun 5, 2018

The Fiscal Year-End edition of the Following Finance newsletter is now available on the CLICK under Finance > AP/Accounting > Following Finance Newsletters.


  • Kentucky State income tax withholding change to 5%
  • Fiscal Year-End processes for purchase orders & invoices
  • Mandatory POE Year-End Training info & dates (sign-up with doc #652694)
  • FYE split payroll dates
  • Substitute Vendor processing
  • FYE calendar for June - August

Please contact me with any questions.


Erin Ballou