HomeMy WebLinkAboutOvertime/Comp TimeSCOTT A. RUSSELL
SUPERVISOR
Town Hall, 53095 Route 25
P.O. Box 1179
Southold, New York 11971-0959
Fax (631 ) 765-1823
Telephone (631 ) 765-1889
OFFICE OF THE SUPERVISOR
TOWN OF SOUTHOLD
MEMORANDUM
To:
From:
Date:
Re:
Department Heads
Supervisor Scott A. Russell
January 8, 2009
Overtime/Comp Time
Please share the following information with your staff.
Generally, overtime or comp time is reserved for circumstances where there is no other
option. While the Southold Town Board recognizes that there are times when working
overtime is unavoidable, it is expected that your duties will generally be performed
during the regular business hours established for your department. This is true for
department heads, managerial staff and regular staff.
The Town Board has approved the attached outline which shall serve as a guide to follow
when submitting and reviewing timesheets. Department heads should use this outline to
determine when to approve overtime submissions by staff and also when submitting your
own timesheets to me. Also, anyone submitting overtime as part of his or her timesheet is
required to provide the details of the circumstances that resulted in the overtime.
If you have any questions or need to have an issue further clar/fied, please do not hesitate
to contact me, preferably prior to working overtime.
ce: Town Board
Overtime - Comp Time Overview Draft:
Attendance at board/committee meetings meeting outside of regular
town hours is appropriate use of comp time in certain cases.
Department heads should prepare an agenda prior to the meetings and
direct staff to attend only when it is essential for a specific agenda
item(s). Regular attendance by staff "just in case" is not justifiable.
Attendance at meetings of boards and committees by staff when
specifically requested by the town board is appropriate; presumably
these meetings are directly related to that staff person's work
assignments. It is not appropriate for a staff member to decide that
there may be "overlap" with his or her duties and the department head
or a town board member should be asked for confirmation.
Attendance to forums/discussion/public hearings is legitimate if a staff
member or department head is requested to attend on behalf of the
office or the town. These meetings include public hearings of the
Southold Town Board, Suffolk County, New York State, or any
departments or agencies of these governments. The board recognizes
that there are occasions where it is essential that the town's interest is
represented and concerns are addressed. For staff members, it is
expected that approval for attendance will be issued by the department
heads or the town board prior to attending. Department heads and staff
members are expected to include in their monthly timesheets the
reason for attendance.
Other legitimate circumstances for working overtime are the necessity
to meet specific deadlines or to complete special projects as assigned
by the department head or town board. Department heads are
responsible for all overtime worked in his or her office including the
overtime worked by the department head. It is generally expected that
the regular work of a department can be performed during regular
work hours. If there is a particular back log of work at any given time,
it is expected that the department head will use discretion in
approving personal time or vacation for staff or him/herself prior to
accruing overtime during these periods.
Further, arriving to work early or leaving work late on a regular basis
is not an appropriate way to accrue overtime. In every instance, it is
required that a specific reason/explanation accompany a time sheet for
each and every circumstance in which overtime was accrued before or
after the regular work day. This is includes "working through lunch"
which is a non-permitted exercise in most cases.
Volunteer committees are an important part of the governmental
process. It is expected that assistance will be provided to these
committees as requested in order that their important mission is
fulfilled. However, overtime for attendance at meetings is appropriate
only if there is a request made by the committee for a specific person
to attend a specific meeting (and the request is approved by the
department head) or that person is assigned to the committee by the
town board as part of his or her regular job functions. Overtime is not
appropriate if one is serving voluntarily on a committee of town
government. Any questions regarding this can be referred to
department heads or the town board prior to participation in these
committees.
Overtime or comp time must be approved once the employee has
worked the additional hours. No department head or elected official
has the ability or authority to deny overtime once it is worked.
It is expected that any and all issues or concerns regarding the accrual
of overtime will be addressed by the department head prior to the
work being performed. It is also expected that department heads are
subject to the same policies as the staff.
1/09
Request for Use and/or Payment
of Accumulated Compensatory Time
Section 1 Î To Be Completed by Employee
To:
(Department Head Name)
From:
(Employee Name & Signature)
Date:
(Insert date of employeeÓs request)
Re: Request for of Accumulated Compensatory Time
(Specify payment or use)
I hereby request the payment and/or use of my accumulated compensatory time as follows:
1. Payment of Accumulated Compensatory Time Hours
2. Use of Accumulated Compensatory Time Hours for time off
Dates of Use Time I will Leave Time I Will Return Total Hours Used
Section 2 Î To Be Completed by Department Head
Date Received Approved: ________ Denied:
Reason for Denial:
Department Head Signature:
Section 3 Î To Be Completed by Supervisor or Designee
Date Received Approved: ________ Denied:
Reason for Denial:
Supervisor or Designee Signature: