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Elected and Appointed Officials

About the Standard Work Day and Reporting Resolution (RS2417-A)

  1. When does the governing board adopt a Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A)?
  2. What is the time limit for filing a Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A) with the Office of the State Comptroller?
  3. Where does the secretary or clerk post the Standard Work Day and Reporting Resolution for Elected and Appointed Officials?
  4. How do I file the Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A)?
  5. I’m concerned about supplying too much personal information about my employees when posting Standard Work Day and Reporting Resolution for Elected and Appointed Officials information. What should I do?
  6. If one official submits a three-month Record of Activities (ROA) but others still have one-month ROAs on file, is it alright to submit one Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A)?
  7. The elected members of the board of supervisors in our county receive compensation from us, but they get paid by the respective towns in the county, as well. Do these officials have to prepare and submit separate records of work-related activities for both the county and the town? Would both the county and town have to pass a Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A) and submit separate forms?
  8. For elected or appointed officials who are paid per diem (per call, case, meeting, etc), how do you determine the number of days per month to record in the Days/Month (Based on Record of Activities) column of the Standard Work Day and Reporting Resolution for Elected and Appointed Officials (Resolution) and to report on the monthly report to the Retirement System?
 
  1. When does the governing board adopt a Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A)?

    The resolution must be adopted at the first regular meeting held after the first 180 days of a new term, or whenever a new elected or appointed office is established. The secretary or clerk of the governing board must publicly post the resolution for at least 30 days after adoption.

  2. What is the time limit for filing a Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A) with the Office of the State Comptroller?

    The secretary or clerk of the governing board must file the resolution with the Comptroller’s office within 45 days of adoption.

  3. Where does the secretary or clerk post the Standard Work Day and Reporting Resolution for Elected and Appointed Officials?

    The resolution must be posted on the employer’s public website for at least 30 days. If a website isn’t available to the public, it can be posted on the official sign-board at the main entrance to the clerk’s office.

  4. How do I file the Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A)?

    We have created an online service so you can electronically file the resolution. You can review questions about this online service entitled, "About the Elected and Appointed Officials Reporting (EAOR) Program."

    Here is a sample of the Standard Work Day and Reporting Resolution for Elected and Appointed Officials Adobe pdf you can use as a guide.

  5. I’m concerned about supplying too much personal information about my employees when posting Standard Work Day and Reporting Resolution for Elected and Appointed Officials information. What should I do?

    Before posting, you should black out or otherwise redact your employees’ personal information — such as Social Security numbers or Registration numbers — to protect their privacy and security.

  6. If one official submits a three-month Record of Activities (ROA) but others still have one-month ROAs on file, is it alright to submit one Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A)?

    Yes. The resolution can reflect days worked based on one-month ROAs for some officials and three-month ROAs for others.

  7. The elected members of the board of supervisors in our county receive compensation from us, but they get paid by the respective towns in the county, as well. Do these officials have to prepare and submit separate records of work-related activities for both the county and the town? Would both the county and town have to pass a Standard Work Day and Reporting Resolution for Elected and Appointed Officials (RS2417-A) and submit separate forms?

    Yes, based on their own employment relationship with each town and county, the elected and appointed official must prepare a record for three consecutive months within 150 days of the start of a new term or appointment. The official must then submit the record to the clerk or secretary of the governing board no later than 180 days of taking office. Further, each employer (the county and the town) should comply with the new regulation independently, as if they were not aware of the employment arrangement with the other entity. Each would have to prepare and submit separate Standard Work Day and Reporting Resolutions for Elected and Appointed Officials (RS2417-A).

  8. For elected or appointed officials who are paid per diem (per call, case, meeting, etc), how do you determine the number of days per month to record in the Days/Month (Based on Record of Activities) column of the Standard Work Day and Reporting Resolution for Elected and Appointed Officials (Resolution) and to report on the monthly report to the Retirement System?

    Elected and appointed officials paid on a per diem basis often work an inconsistent number of days from pay period to pay period. Therefore, they require a special method for calculating the number of days worked per pay period. In order to determine these amounts, the member must either:

    • Keep track of the time spent on each individual call, case, meeting, etc. and submit a time sheet each pay-period. The employer should then divide the total number of hours worked during the report period by the established standard work day to determine the number of days worked to include on the monthly report.
    • Keep a minimum of a three-month record of activities (ROA) to determine the average number of hours required per call. The employer should then multiply the number of calls they are paying the official for during the report period by the average number of hours required per call and then divide it by the established standard work day to determine the number of days worked to include on the monthly report.

    Regardless of the method selected, the employer should complete the Resolution to indicate that these officials do participate in a time keeping system by writing Y (Yes) in the Participates in the Employer’s Time Keeping System column. As a result, it is not necessary to record a number of days in the Days/Month (Based on ROA) column; therefore, the employer should indicate N/A (Not Applicable) in that column. These officials are considered to be participating in the employer’s time keeping system even though they have kept a three-month ROA because the ROA is used only to establish the number of hours required per call, not to establish an average number of days/month.

    Example: A Coroner, with a 6 hour standard work day records 20 calls during the three-month ROA. The number of hours required to handle these calls totals 100. Divide the 100 hours by 20 calls to get an average of 5 hours per call. If the Coroner then performs 15 calls during a report period, the employer would multiply the 15 calls by the 5 hour average, which equals 75 hours. Then divide the 75 hours by the 6 hour standard work day. This results in 12.50 days to include on the monthly report.