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BENEFITS; COMPENSATION
The Town of Sheridan Policy and Procedure Manual, dated December 10, 2009, and attached forms, procedures and job descriptions is adopted by reference and incorporated as if fully set forth herein.
(Motion, passed 12-9-09)
Editor’s note:
It is not the intent of this Policy and Procedure Manual to supercede or overrule any state or federal rules or regulations governing the operation of the Police and Fire Departments.
(A) The Town Council shall annually adopt an ordinance fixing the annual salary or hourly wage rate too be paid to each civil town officer, class of employee or employee position for the ensuing fiscal year.
(1) When possible, this ordinance shall be adopted no later than August 1, so firm figures may be incorporated into the budget for the ensuing year prior to its publication and adoption, but in all events shall be adopted on or before December 31.
(2) The salary ordinance may be amended as necessary to provide fair and equitable compensation to all officers and employees, provided the salary of an elected officer may not be changed during the year for which it is fixed.
(B) Salaries and wages due to officers and employees shall be paid as follows:
(1) Town Council members. The annual salary fixed for Town Council members shall be paid in equal quarterly installments due on the first day of the month following the end of each quarter.
(2) Town Attorney. The annual retainer fixed for the Town Attorney shall be paid in equal quarterly installments due the first day of the month following the end of each quarter. This division applies only to the annual retainer; other legal fees and charges for services not covered under the retainer shall be paid as agreed between the Town Attorney and Town Council.
(3) Other officers and employees. All other civil town officers and employees shall be paid semi-monthly, on the first and fifteenth of each month, following the work period covered by the payment. Hourly wage employees shall be paid an amount reflecting actual earnings during the work period; salaried officers and employees shall be paid semi-monthly installments of 1/24th of the annual salary.
(C) The Clerk-Treasurer shall prepare the payroll which, when duly allowed by the Town Council, shall authorize the issuance of checks for the salaries or wages indicated to be due (less applicable deductions). The payroll, as prepared by the Clerk-Treasurer, and/or allowed by the Town Council shall reflect any unpaid leave taken by any officer or employee during the respective work period or other applicable dockages.
(D) This section applies only to civil town officers and employees an not to officers and employees of municipally owned utilities, whose compensation shall be determined and paid in accordance with policies adopted by their respective utility service board.
(‘85 Code, § 2-8-1) (Ord. 1985-C11, passed 9-16-85)
(A) Request to travel.
(1) The request to travel form shall be completed by all persons traveling at the expense of the town.
(2) Incidental or overnight travel.
(a) A request to travel form shall be completed by the employee for all travel. If overnight accommodations are required, the arrangements will be made through the Clerk-Treasurer's office.
(b) The department head prior to travel must approve a request for travel form. A copy will be provided to the Clerk-Treasurer. Permission for overnight travel must be authorized by the Clerk-Treasurer.
(B) Travel advances and payment.
(1) Travel advances and/or payment of registration, travel or lodging in advance may be requested at the traveling employee's discretion. Traveling advances should be limited to the greatest extent possible by paying as many fixed fees as possible in advance.
(2) Advance payment requests shall be noted on the request to travel form. Once the travel has been approved, an appropriate completed payment voucher should be submitted. A note should be attached to the payment voucher stating the date the advance is needed. The payment will then be processed in the accounts payable cycle immediately before the date needed.
(3) All costs of travel shall be estimated on the request to travel form, regardless of the form of payment. This includes: registration, transportation, lodging and meals, including those paid in advance.
(4) Use of advance arrangements including early registration discounts should be accomplished whenever possible.
(C) Arrangements for travel. All transportation arrangements that involve air, rail or rental autos shall be made through the Clerk-Treasurer's office, unless arrangements are made on an emergency basis. Lodging reservations may be arranged through the Clerk-Treasurer's office at the discretion of the employee. Employees should request whether governmental discounts are available for lodging and other services. Occasionally, reduced rate travel arrangements are offered in conjunction with a conference. Employees should use the conference arrangements if the price is lower than that offered by any other method.
(D) Transportation.
(1) Air travel. The town will reimburse the actual cost of the ticket for any scheduled air carrier. Payment or reimbursement for air travel shall be at the standard coach class rate as a maximum. Air reservation shall be made as early as feasible to obtain the greatest discount.
(2) Automobile rental. Automobile rental costs shall be reimbursed at the standard compact car rate when the automobile is used for official town business and approved in advance by the Clerk-Treasurer. Fuel for rental automobiles shall also be an expense eligible for reimbursement. Employees shall not select additional insurance coverage offered by automobile rental agencies since town insurance will cover the risks in question.
(3) Reimbursement for private vehicles. Private vehicles may be used for personal or group transportation on extended trips. Reimbursement shall be at the state approved rate. Mileage shall not exceed the cost of a refundable round trip air transportation (standard coach) for a reservation made at least seven days in advance of the trip. Proof of automobile insurance at the amounts specified by the town must be on file with the town.
(4) Taxi and other public transportation. Taxi, airport limousine, bus and mass transit fares shall be reimbursed when used for attendance at meetings or to accomplish official town business. Taxi fares for travel to dinner (or other purposes) will not be allowed, unless food is not available within walking distance of the hotel at which the employee is staying, or unless it is approved in advance by the Clerk-Treasurer.
(E) Meals.
(1) Any employee which is on official town business and the business portion of the trip is longer that an eight hour period may be reimbursed for the meals involved in the travel period.
(2) Permission for meal reimbursement shall be received from the Department Supervisor or the Clerk-Treasurer prior to the business function.
(3) Guidelines for reimbursement of meals including tips (not to exceed 20% of the bill) per person for business meetings are as follows:
Breakfast $10.00
Lunch $15.00
Dinner $25.00
(4) These guidelines may be exceeded if the charges are reasonable under the circumstances.
(5) Reimbursement for meals shall only be approved with the presentation of a valid receipt or other documentation.
(6) Meals that are purchased as part of a conference program or are otherwise provided for an employee shall be documented. Employees may not request reimbursement for such meals.
(F) Telephone calls.
(1) Telephone calls are eligible for reimbursement when used to accomplish official business. If an employee uses a personal calling card when telephoning, the actual phone bill must be submitted when claiming reimbursement.
(2) If you are staying overnight, one personal phone call will be reimbursed to let your family know you arrived.
(G) Non-reimbursable items.
(1) Certain items are not reimbursable with the use of town funds. These items include, but are not limited to the following:
(a) Fees for entertainment;
(b) Expenses associated with golf or other sporting or fitness activities;
(c) Fees for in-room motion pictures;
(d) Fees for concierge amenities;
(e) Expenses for snacks and/or alcoholic beverages;
(f) Expenses for laundry, barbering, valet service, personal phone calls, traffic violations or private auto repair;
(g) Expenses incurred by family members or guests who accompany a town official or employee;
(h) Expenses incurred as part of an election campaign;
(2) An employee may stay with a relative or friend while attending an out of town meeting or conference; however, the town will not reimburse for any payment to the friend or relative for lodging, meals or transportation.
(H) Reconciliation and reimbursement.
(1) Travel and meetings expense form. Within ten business days after the town official or employee returns from trip or event, a travel and meetings expense form must be filed with the Clerk Treasurer's office. If billings for expenses incurred have not been received in then days, the form with all expenses for which bills have been received to date shall be filed, noting that not all expenses are included, and a supplemental report shall be filed immediately upon receipt of bills beyond the ten day period. Original receipts for lodging and transportation (airline ticket), shall be attached as well as necessary receipts to support additional expenditures to be reimbursed for which an advanced payment was received.
(2) Employees owed money. If the employee is due money, a completed claim form should be attached to the travel and meeting expense form.
(3) Employee owes money. If the employee owes money, the employee should attach the amount due to the travel and meeting expense form.
(4) Clerk-Treasurer's office. If the Clerk-Treasurer's office has any questions about the approved travel and meeting expense form or any other documentation, they shall contact the employee immediately by telephone or return the form with a note of explanation so that the employee can make the appropriate corrections of provide the additional information.
(5) Final approval. After the form has been reviewed by the Clerk-Treasurer's office it shall be forwarded to the Department Supervisor for final approval. The Department Supervisor will return the form to the Clerk-Treasurer's office for payment.
(I) Fraud. Any employee who submits a request for permission to travel, or submits travel and meeting expense forms or supporting documentation for the purpose of defrauding the town, shall be subject to disciplinary action including written reprimand, suspension or dismissal.
(Res. 2005-3-2, passed 3-8-05)
(A) This section applies to all full-time municipal officers and employees. It does not apply to members of the Town Council, the Town Attorney or part-time, temporary or casual employees. Officers and employees to whom this section applies shall be entitled to an annual paid vacation allowance as follows:
(1) Paid firefighters employed by the town shall receive an annual paid vacation allotment depending on the number of years of continuous service with the town, as follows:
Amount of Service | Vacation | |
At least | But less than | |
1 year
|
2 years
|
5 days
|
2 years | 10 years | 7 days |
10 years
|
-
|
10 days
|
(2) Other officers and employees. Other officers and employees shall receive an annual paid vacation allotment depending on the number of years of continuous service with the town as follows:
Amount of Service | Vacation | |
At least | But less than | |
1 year | 2 years | 1 week |
2 years | 10 years | 2 weeks |
10 years
|
-
|
3 weeks
|
20 years
|
-
|
4 weeks |
(B) For the purposes of this section, a year shall be reckoned from the anniversary date of the person’s employment with the town.
(C) Vacation may not be carried over from year to year, except in extraordinary circumstances and with the consent of the Town Council, and in no event is any person entitled to monetary compensation in lieu of unused vacation time.
(D) The paid vacation allowance is in addition to any regular paid holidays declared by the Town Council.
(E) In the event an officer or employee is required to work during a regular, declared holiday and is not otherwise provided additional compensation, an equivalent amount of time shall be added to that person’s paid vacation allowance under this section.
(F) Vacation time must be scheduled and approved by the employee’s department head or other chief supervisor, or, in the case of an officer or department head not otherwise having a supervisor, by the Town Council President, with notification given to the Clerk-Treasurer for payroll accounting purposes.
(‘85 Code, § 2-8-3) (Ord. 1985-C11, passed 9-16-85; Am. Ord. 2008-11-2, passed 12-29-08)
Editor’s note:
For purposes of the vacation allowance, one week equals seven days for members of the Police Department, while one week equals five days for all other town employees.
Cross-references:
Fire Department; compensation and benefits of volunteers and paid complement, see § 32.02.
(A) All officers and employees to whom § 31.22 applies, shall, regardless of length of service, be entitled to five sick days per year, as reckoned from the anniversary date of the person’s employment.
(B) Unused sick days may accrue from year to year to ten days, may not be used as additional vacation days and do not entitle a person to monetary compensation in lieu of unused sick days.
(C) An employee must notify his or her department head or chief supervisor as soon as possible when a sick day is necessary or, in the case of an officer or department head not otherwise having a supervisor, the Town Council President shall be notified, with notice also to the Clerk-Treasurer for payroll and accounting purposes.
(D) In the case of extended or chronic illness, the Town Council may, in its full discretion, grant an officer or employee additional paid sick leave beyond the five-day allotment and any accrued sick days to a maximum of 15 sick days provided by this section.
(‘85 Code, § 2-8-4) (Ord. 1985-C11, passed 9-16-85)
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