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(A) Definitions. For purposes of this policy:
(1) Work provided COMPUTERS AND DIGITAL EQUIPMENT mean all computers, both desktop and laptop, cameras, scanners, printers, and all other digital equipment the Town of Monon may in the future acquire.
(2) INTERNET ACCESS includes the internet, World Wide Web, Intranet, printers, and any other network or communication system or end point on any network established by the Town of Monon.
(B) The employee understands and acknowledges that he/she has absolutely no expectation of privacy or confidentiality when using the town's communication systems. The purpose of Town of Monon Government-provided computers and digital equipment, and internet access for employees is to facilitate communications in support of the mission of the town and to perform the work of the town. Use of such work-provided equipment and access entails responsibility. To remain eligible for such use and access, an employee's use of the town computers and digital equipment, and internet access must be consistent with the performance of the employee's duties within the town.
(C) Limited, incidental, personal use of Town of Monon provided computers and digital equipment and internet access only as follows:
(1) The use does not interfere with the performance of the employee's public duties.
(2) The use must be infrequent, of short duration and, unless not reasonably practical, made on the employee's personal time.
(3) The use must not be for the purpose of conducting business related to an outside commercial activity.
(4) The use must not be for the purpose of supporting or conducting activities of any political party or candidate.
(5) The use must not be for any purpose determined to be illegal.
(D) While there is a general expectation that files and documents generated or stored on Town of Monon work provided computers and email transmitted to and from work provided computers will be accessed only by authorized users, privacy of such files, documents, and e-mail is not guaranteed, nor should employees expect privacy of such documents and transmissions.
(E) The following uses of work provided computers and digital equipment and internet access is not permitted:
(1) To access, upload, download, to distribute pornographic, obscene, threatening, abusive, or sexually explicit material.
(2) To transmit obscene, abusive, sexually explicit, or threatening language.
(3) To violate any local, state, or federal law.
(4) To vandalize, damage, or disable the property of another individual or organization.
(5) To access another individual's materials, information, or files without permission.
(6) To violate copyright or use in an impermissible way the intellectual property of another individual or organization.
(7) To promote, advertise, or otherwise engage in a personal or private venue.
(F) Violation of the policy and rules may result in loss of access to work-provided computers and digital equipment or internet access in addition to other disciplinary action determined to be appropriate by the employee's department head, and the Monon Town Council. In particularly serious situations, or when an employee continues to violate this policy, termination may occur. Where guidance or interpretation is needed concerning the appropriateness of a particular use, an employee should discuss the situations with the employee's department head, who may seek further guidance and direction as necessary.
(Ord. 2022-13, passed 12-21-2022)
(A) All town employees are allowed to utilize clearly marked town owned and/or leased vehicles for the purpose of conducting business and providing transportation to and from worksites.
(B) Town vehicles may not be used for personal business without consent from the Monon Town Council.
(Ord. 2022-13, passed 12-21-2022)
(A) The Internal Revenue Code (IRC) requires the taxable value for the use of town provided vehicles be reported as additional compensation to employees. The town and employee must timely report personal use as a wage. Such reports are processed by the Clerk-Treasurer.
(B) The following employees provided a town-owned vehicle who are required to commute and use the vehicle for official town business purposes only:
(1) Town Marshal.
(2) Municipal Superintendent.
(C) For town employees provided a town-owned vehicle, other than those provided a qualified non-personal use vehicle, personal use (other than commuting and de minimis personal use) of town-owned vehicles is prohibited.
(D) Other than commuting, personal use of a clearly marked police town-owned qualified non-personal use vehicle is prohibited outside the jurisdiction of White County, Indiana.
(E) Except for qualified non-personal use vehicles, $1.50 per one-way commute (home-to-work or work-to-home) shall be includable in the gross income of any town employee commuting to/from work in a town-owned vehicle.
(Ord. 2022-13, passed 12-21-2022)
The following policies shall be used in providing or reimbursing the Clerk-Treasurer, appointed officials and employees for travel accommodations when travel has been authorized and budgeted.
(A) Registration fees. The cost of registration or similar fees for conferences, seminars and other similar meetings or functions related to town affairs will be provided for or reimbursed when supported by original receipts.
(B) Transportation. Travel by commercial airlines, rail service, bus, or similar common carrier mode will be provided for at the prevailing "coach" or "tourist" rate when authorized and supported by original receipts. Taxi fare and/or the cost of other local (public) conveyance will be provided for or reimbursed when supported by original receipts. Parking fees (not parking violations) and tolls will be reimbursed when supported by original receipts. When a personal vehicle is used, reimbursement for mileage will be at the federal government rate per mile at the time. Mileage shall be determined from the Monon Town Hall or employee's residence, whichever is the shortest distance.
(C) Lodging. Lodging shall be provided for or reimbursed when supported by original receipts in the following manner:
(1) Single occupancy will be provided at actual cost.
(2) Double occupancy will be provided at actual cost when both parties are eligible for reimbursement.
(3) Double occupancy will be provided at the single occupancy rate when only one party is eligible for reimbursement unless room is a one-rate charge.
(4) Reimbursement for lodging costs shall include room costs, associated local taxes and necessary, business-related telephone charges. Any other charges made to the room are the responsibility of the employee. Room service will not be reimbursable.
(5) Overnight accommodation is not allowed for one day meetings, conferences, and/or conventions within 60 miles of Monon, Indiana, unless authorized by the Town Council.
(D) Meals.
(1) Meals will be reimbursed when supported by original receipts up to $30 per meal, including gratuities. Such gratuity should be reasonable and should not exceed 20%. Total meal reimbursements shall not exceed more than $60 per day.
(2) Meal expenses are not allowed for meals during normal duty hours for routine employee's duties requiring travel.
(3) When separate checks are not available, an employee may claim reimbursement for other employees up to the maximum amount provided for in the preceding section multiplied by the number of employees, provided that each employee is identified by name and that an original receipt is provided. Payment for meals will be made to only to the employee who submits receipt/claim.
(4) No reimbursement will be made for meals already provided for in a registration fee.
(5) No reimbursement will be made for alcoholic beverages.
(Ord. 2022-13, passed 12-21-2022)
(A) The Clerk-Treasurer and municipal employees may obtain training leave without loss of pay for the purpose of participating in training that will increase the knowledge of efficiency in their position with the municipality.
(B) If the training/schooling pertains to the position of the Clerk-Treasurer or employee, the municipality (if personal vehicle is used) will pay the cost of tuition, materials, and mileage
(Ord. 2022-13, passed 12-21-2022)
(A) I.C. 5-11-1-27(e) provides that through the compliance guidelines authorized under I.C. 5-11-1-24 the State Board of Accounts (SBoA) shall define the acceptable minimum level of internal control standards for internal control systems of political subdivisions, including the following:
(1) Control environment.
(2) Risk assessment.
(3) Control activities.
(4) Information and communication.
(5) Monitoring.
(B) I.C. 5-11-1-27(g) requires that the Monon Town Council must adopt the minimum internal control standards as defined by SBoA. Additionally, the Council must ensure that employees receive training concerning the internal control standards and procedures adopted by the town.
(C) The Monon Town Council has adopted the internal control standards as defined by SBoA under I.C. 5-11-1-27(e). Personnel training of employees shall be evidenced through a certification process. The Clerk-Treasurer will be responsible for developing and overseeing the administration of the internal control standards policy, training, and certifications.
(D) At the time of submission of the annual report, the Clerk-Treasurer must certify that the minimum internal control standards have been adopted and that personnel who are not otherwise on leave status have received training regarding these standards and procedures.
(E) Apart from the required certification to be filed by the Clerk-Treasurer, elected officials, appointees, and employees must sign the Internal Control Training Certification form for Elected Officials, Appointees, and Employees as evidence for their training. These certifications are to be maintained by the Clerk-Treasurer onsite.
(Ord. 2022-13, passed 12-21-2022)
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