Keeping a Record of Activities (ROA)
Since elected and appointed officials do not usually work a fixed schedule or have pre-set work hours, they must keep a record of their work-related activities so you can accurately determine the number of days worked to report.
Effective August 12, 2009, each elected or appointed official must prepare a record of work-related activities (ROA) for three consecutive months within 150 days of the start of a new term or appointment if:
- They are members of the Retirement System and
- Do not use your time keeping system that shows hours worked. (This includes systems that keep track of accruals and attest that, other than time charged to accruals, full hours were worked.)
Advise your elected and appointed officials to consult this decision tree if they need help figuring out what to do and when to do it.
The ROA must contain a daily detail of hours worked and duties performed that are directly related to the elected or appointed position, including official duties performed outside normal business hours. Activities can include attending an employer-sponsored event, addressing constituent concerns and responding to an emergency. Activities that would not be considered work-related include time attending electoral and campaign events, time spent socializing after town board meetings, attendance at a candidates forum and on call time.
By certifying that a previously submitted three-month ROA is still representative of time worked, officials elected or appointed to new terms will not have to keep a new ROA for up to eight years. If an official who believes their initial three-month ROA is not representative of the average number of hours worked, he or she may submit a new record of activities for an alternative three-month period.
A new record of activities should be kept periodically to ensure the accuracy of the days worked being reported or
- If the number of hours worked changes or
- When a new person is elected or appointed to the position.
Please note: the legislative clerk or secretary must retain each record of activities for a period of at least ten years and provide full and complete copies to the Office of the State Comptroller upon request.