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The procedure for the preparation, certification, authentication and approval of such pay and reimbursement rolls shall be as follows:
(a) After the end of each pay period the Controller shall furnish to each department, office or bureau payroll and reimbursement work sheets upon which shall be indicated, as shown on existing records on file in the Controller’s office, the names and employee numbers of all persons employed or authorized to be reimbursed in such department, office or bureau, the respective codes or positions under which such persons are employed, and the salary or wage rates of each employee specified thereon, together with other designations, symbols or notations, required by law or as may be required by the Controller.
(b) The officer or employee authorized by the charter to expend the funds of a department, office or bureau shall cause to be made on such work sheets any changes or adjustments necessary for current payroll and reimbursement purposes, and after such changes or adjustments, if any, are made, such officer or employee shall certify to the accuracy of such work sheets; provided, however, that such officer or employee may by written designation, authorize an employee in the same department, office or bureau to make such certification, in which event a notice thereof giving the name and signature of the employee so designated and authorized, shall be filed with the Controller. The work sheets so certified shall be returned to the Controller for the Controller’s verification and auditing.
(c) From such work sheets so certified, as hereinbefore provided, final pay and reimbursement rolls shall be prepared in the office of the Controller extending the amount of earnings and entering thereon all mandatory and other authorized deductions and reimbursement amounts for each person whose name appears thereon. The Controller will show on a certification and approval form the amounts to be charged for payroll and reimbursements to the departmental funds and accounts.
(d) Thereafter such pay and reimbursement rolls shall be submitted to the respective departments, offices or bureaus for official certification, authentication and approval in the manner and by the persons, as provided for in the charter or other provisions of law. The officer or employee authorized by the charter or other provisions of law to expend the funds of any department, office, or bureau shall authorize the transfer of such funds to the General Payroll and Reimbursement Fund in an amount not to exceed that shown on the certification and approval form in Section 4.196(c).
(e) Each such pay and reimbursement roll so certified, authenticated and approved shall be returned to the Controller who shall submit the same to the Board of Civil Service Commissioners for its certification, pursuant to Charter Section 1020, and upon such certification by said Board, each such payroll shall be filed with the Controller who shall audit, certify and approve the same in the manner provided by the charter.
SECTION HISTORY
Based on Ord. No. 88,707.
Amended by: Ord. No. 107,432; Ord. No. 141,335, Eff. 1-17-71; Ord. No. 173,308, Eff. 6-30-00, Oper. 7-1-00.
The Controller, prior to the issuance of any check supported by the payroll and reimbursement demand approved by the Controller, shall place on file with the office of the Treasurer a properly authenticated Internal Transfer Voucher stating the amounts charged to the respective departmental funds and accounts and credited to the “General Payroll and Reimbursement Fund.” The Controller shall certify that there are on file in the Controller’s office properly authenticated documents authorizing him to transfer the amounts shown on the Internal Transfer Voucher. The payroll and reimbursement demand number shall be shown on the Internal Transfer Voucher.
SECTION HISTORY
Based on Ord. No. 88,707.
Amended by: Ord. No. 92,471; Ord. No. 141,335, Eff. 1-17-71.
A check for the amount due each person as well as checks representing mandatory deductions and other deductions authorized by officers and employees, as shown and entered on such pay and reimbursement rolls, together with a statement showing the earnings and itemized deductions and reimbursements, which statement shall accompany each individual pay check, shall be prepared in the office of the Controller who shall endorse the Controller’s approval on all checks supported by the payroll and reimbursement demand.
SECTION HISTORY
Based on Ord. No. 88,707.
Amended by: Ord. No. 141,335, Eff. 1-17-71.
(a) It is found and determined that all organizations listed below include in their membership or plans of insurance either City employees and/or annuitants, and perform services either conducive to the betterment of working conditions of City employees, or to the benefit of retired City employees and their survivors and, as such are calculated to promote greater efficiency in City service. The term “annuitants” is hereby defined for purposes of Article 2 and 3 of this Code as a person receiving a pension pursuant to this Code or the Charter of the City of Los Angeles. Said organizations shall be included in one of the following three general categories:
(1) recognized employee organizations which are bargaining representatives under current Memorandum of Understanding agreements with the City covering wages, hours and other terms and conditions of employment;
(2) other organizations approved by the City Council prior to April 1, 2014, for voluntary payroll deduction status under this section, that have a minimum membership of 250 active or retired City employees with at least 100 active or retired City employees maintaining enrollment in payroll dues deduction; and
(3) nonprofit umbrella charitable organizations approved by the Police Department and serving local charities or organizations providing human, health or educational services.
Subject to any limitations contained in any memorandum of understanding, any employee or annuitant may authorize the payment by deduction of premiums, fees, dues, assessments or contributions to any or all of the following organizations, provided however, that nothing in this section shall affect the selection of voluntary deductions by active or retired members or annuitants of the Department of Water and Power, nor affect the administration of a voluntary payroll deduction program by the Fire and Police Pension System and the Los Angeles City Employees Retirement System for their retired members/annuitants consistent with rules adopted by their respective Boards.
Recognized Employee Organizations (Unions)
(1) All City Employees Association, Local 3090, AFSCME, AFL-CIO
(2) American Federation of State, County & Municipal Employees Local 901 AFL-CIO
(3) American Federation of State, County & Municipal Employees AFL-CIO, Local 2626
(4) California Teamsters Public, Professional and Medical Employees Union, Local 911
(5) Engineers and Architects Association
(6) International Organization of Masters, Mates & Pilots
(7) International Union Operating Engineers, Local Union 501, AFL-CIO
(8) Los Angeles Airport Peace Officers’ Association
(9) Los Angeles City Attorneys Association
(10) Service Employees International Union, Local 721
(11) Los Angeles City Fire Department Chief Officers Association
(12) Los Angeles City Professional Medical Employees ACEA, Local 2006, AFSCME
(13) Los Angeles City Supervisors & Superintendents Association, Laborers’ International Union of North America, Local 777, AFL-CIO and/or its Political Action Committee (PAC)
(14) Los Angeles County Building and Construction Trades Council
(15) Los Angeles Police Command Officers Association
(16) Los Angeles Police Protective League
(17) Los Angeles Port Police Association
(18) Los Angeles Professional Managers’ Unit
(19) Municipal Construction Inspectors Association, Inc. (MCIA)
(20) United Firefighters of Los Angeles City, Local 112, IAFF, AFL-CIO
Non-Union Employee Organizations
(1) All City Employees Benefits Service Association
(2) American Legion Post 381
(3) Los Angeles City Employees Association
(4) Los Angeles Retired Fire and Police Association
(5) Los Angeles City Employees Asian American Association
(6) Los Angeles City Employees Chicano Association
(7) Los Angeles Association of Black Personnel, Inc.
(8) Los Angeles Firefighters Association
(9) Latin American Law Enforcement Association
(10) Oscar J. Bryant Foundation
(11) Police Historical Society
(12) Stentorians
(13) Los Angeles Federal Credit Union
(14) Los Angeles Department of Water and Power Credit Union
(15) Los Angeles Police Federal Credit Union
(16) Los Angeles Women Police Officers’ Association
(17) Los Angeles Police Relief Association
(18) Los Angeles Fire Relief Association
(19) Law Enforcement Association of Asian Pacifies
(20) Los Angeles Fire Department Historical Society
(21) Los Angeles Police Memorial Foundation
(22) African American Firefighter Museum
(23) Desert Refuge for Peace Officers Program
(24) Los Angeles Police Department Jeopardy Program
(25) Los Angeles Filipino Association of City Employees (LAFACE)
(26) Los Angeles City Supervisors & Superintendents Association, Laborers’ Union of North America, Local 777, AFL-CIO and/or its Union- sponsored benefits
(27) City of Hope
Non-union employee organizations shall file with the City Clerk within sixty (60) calendar days after the organization’s fiscal year an annual financial report, including a balance sheet and an operating statement, certified as to its accuracy by a certified public accountant or an independent financial officer.
(b) The authorization for such deduction shall be in such form as the Controller may determine, shall be signed by the employee and delivered to the Controller, and thereafter, until revoked or cancelled by such employee, shall remain in effect through the end of each pay period. Checks in the amounts due to the respective organizations, representing the amount deducted from such employees’ pay checks, shall be prepared and issued to such organizations by the Controller after the close of each pay period.
Provided, however, that when the administration of a charitable deduction plan conducted by an organization authorized to receive payroll deductions pursuant to Subsection (a) of this section is transferred from one organization to another, the Controller may transfer the payroll deduction from one organization to another and thereafter transmit checks in the amounts due pursuant to this subsection, without additional written authorization of each participating donor as set forth herein. The Controller may make such transfer if the Controller has on file the written requests for such transfer from both the organization undertaking the administration of the charitable deduction plan and the organization relinquishing administration of the plan, and provided further that each employee participating in the plan is notified not less than sixty (60) days in advance of such transfer, in writing by the Controller, that such transfer of administration has been jointly requested. The notice of change of administration shall further provide that if the employee - donor desires to continue said employees’s present authorized deduction, subject to transfer of administration as jointly requested by the organizations named in the notice, the employee need not return the form, and that in such event the transfer shall be made without further notice or authorization on a date indicated on the notice. Each employee participating in the charitable deduction plan shall be permitted to cancel the payroll deduction for the benefit of said plan by the return of such form as the Controller may determine, signed by said employee donor.
Prior to the effective date of any transfer of the administration of a charitable donation plan pursuant to this subsection, the organization to which such transfer is made shall have executed and delivered to the Controller and the City Clerk an Indemnification Agreement, to be approved by the City Attorney, which holds harmless and indemnifies the City of Los Angeles for all claims or damages arising out of the transfer of administration of the plan.
(c) The Controller shall charge and collect from the organizations in Subsection (a) of this section a fee of nine cents ($0.090) for each deduction included in a check issued pursuant to Subsection (b) of this section, provided, however, that no fee shall be charged or collected for employee benefit programs administered by the City Personnel Department in accordance with Section 4.303 of the Los Angeles Administrative Code and further provided that no fee shall be charged or collected for deductions made for Fire United Way, ACE Plan and Police Charity Plan.
(d) Payroll deductions for charitable organizations shall be authorized only for nonprofit umbrella charitable organizations which serve local charities and organizations and have been approved by the Police Department pursuant to Section 4.203.1(a). An “umbrella organization” is defined as an organization that has current working agreements with at least 15 nonprofit charitable organizations which provide support for local charitable programs. Fund raising activities by City employees or others for such approved charitable organizations may be authorized by an appointing authority, however, such activities shall not interfere with an employee’s regularly established City duties and responsibilities.
No manager, supervisor, or other person shall engage in or permit others to engage in solicitation activities of a coercive nature. Any instance of coercive activities regarding such solicitations shall be reported to the Board of Police Commissioners for investigation and appropriate action.
SECTION HISTORY
Based on Ord. No. 77,738.
Amended by: Ord. No. 127,330; Ord. No. 91,962; Ord. No. 101,341; Ord. No. 129,913; Ord. No. 102,530; Ord. No. 102,181; Ord. No. 107,602; Ord. No. 109,236; Ord. No. 109,715; Ord. No. 110,216; Ord. No. 110,217; Ord. No. 113,468; Ord. No. 114,266; Ord. No. 114,542; Ord. No. 115,706; Ord. No. 114,846; Ord. No. 142,659, Eff. 11-27-71, Oper. 1-1-72; Ord. No. 143,389, Eff. 6-19-72; Ord. No. 144,181, Eff. 1-29-73; Ord. No. 144,543, Eff. 4-23-73; Ord. No. 144,546, Eff. 5-3-73; Ord. No. 144,622, Eff. 5-14-73; Ord. No. 146,032, Eff. 7-11-74; Ord. No. 146,790, Eff. 1-17-75, Oper. 1-1-75; Ord. No. 146,835, Eff. 12-23-74, Oper. 1-1-75; Ord. No. 147,177, Eff. 6-8-75; Ord. No. 148,045, Eff. 3-5-76; Ord. No. 148,686, Eff. 8-19-76; Ord. No. 148,884, Eff. 10-14-76; Ord. No. 149,617, Eff. 5-17-77; Ord. No. 150,432, Eff. 1-22-78; Ord. No. 150,432; Ord. No. 150,497, Eff. 2-18-78; Ord. No. 150,806, Eff. 6-5-78; Ord. No. 150,886, Eff. 7-2-78; Ord. No. 151,194, Eff. 8-12-78; Ord. No. 152,684, Eff. 8-27-79; Ord. No. 153,454, Eff. 4-3-80; Ord. No. 155,199, Eff. 6-20-81; Ord. No. 155,867, 11-9-81, Oper. 7-1-81; Ord. No. 155,931, Eff. 11-15-81; Ord. No. 157,203, Eff. 12-11-82; Ord. No. 159,163, Eff. 8-13-84; Ord. No. 160,490, Eff. 12-16-85; Ord. No. 163,241, Eff. 3-21-88; Ord. No. 167,575, Eff. 3-14-92; Ord. No. 168,346, Eff. 12-28-92, In Entirety, Ord. No. 169,016, Eff. 9-30-93; Subsec. (a), Ord. No. 169,901, Eff. 7-30-94; Subsec. (a) (Non-Union) (20) and (21) added, Ord. No. 169,998, Eff. 8-24-94; Subsec. (a) (Non-Union) (22) added, Ord. No. 170,710, Eff. 11-3-95; Subsec. (a) (Non-Union) (23) added, Ord. No. 172,764, Eff. 9-19-99; Subsec. (a) (Non-Union) (23), Ord. No. 172,812, Eff. 10-25-99; Subsec. (a) (Non-Union) (24) added, Ord. No. 173,024, Eff. 2-13-00; Ord. No. 173,283, Eff. 6-26-00, Oper. 7-1-00; Ord. No. 173,308, Eff. 6-30-00, Oper. 7-1-00; Ord. No. 173,380, Eff. 8-6-00; Subsec. (a) (Non-Union) (26) added, Ord. No. 175,193, Eff. 6-16-03; Subsec. (a) (Non-Union) (27) added, Ord. No. 175,243, Eff. 7-14-03; Subsec. (a) (Non-Union) (28) added, Ord. No. 175,589, Eff. 12-6-03; Subsec. (a) (Union) (13) amended, Ord. No. 175,862, Eff. 5-3-04, Oper. 3-12-04; Subsec. (a) (Non-Union) (29) added, Ord. No. 175,864, Eff. 5-3-04; Subsec. (a) (Non-Union) (32) added, Ord. No. 176,426, Eff. 3-5-05; Subsec. (a) (Non-Union) (30) added, Ord. No. 176,432, Eff. 3-5-05; Subsec. (a) (Non-Union) (31) added, Ord. No. 176,444, Eff. 3-9-05; Subsec. (a) (Non-Union) (34) added, Ord. No. 176,521, Eff. 4-19-05; Subsec. (a) (Non-Union) (33) added, Ord. No. 176,522, Eff. 4-19-05; Subsec. (a) (Non-Union) (35) added, Ord. No. 176,523, Eff. 4-19-05; Subsec. (a) (Non-Union) (36) added, Ord. No. 176,922, Eff. 10-1-05; Subsec. (a) (Non-Union) (37) added, Ord. No. 178,939, Eff. 8-11-07; Subsec. (d), Ord. No. 182,260, Eff. 11-3-12; Subsec. (a)(2), Ord. No. 182,981, Eff. 4-18-14; Subsecs. (a) and (b), Ord. No. 185,752, Eff. 9-11-18.
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