Elected and Appointed Officials
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 to accurately determine the number of days worked to report.
Beginning with the August 19, 2015 revision, each elected or appointed official must complete a record of work-related activities (ROA) for three consecutive months within 150 days of the start of a new or, if necessary, subsequent term or appointment, and submit it to the secretary or clerk of the governing board within 30 days of completion 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 schedule of due dates for the ROA 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. During a period that an elected or appointed official is required to be on call, he or she may only record the time actually spent performing a work-related activity. In addition, an elected and appointed official should extend the period of his or her record of work activities by the amount of time used for vacations, illness, holidays or other reasons during the three–month period so that a full three months of active working days are reflected on the ROA. 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.
If an elected or appointed official feels a previously submitted three-month ROA is still representative of the time he/she actually worked, the official can certify in writing that duties, responsibilities and hours have not changed substantially (we have provided a Recertification of the Record of Activities (RS2419) form for your convenience). He/she would submit his/her written certification to the governing board no later than 180 days of taking office. A record of activities can be valid for up to eight years.
If an official 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 ROA should also be submitted:
- 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 30 years and provide full and complete copies to the Office of the State Comptroller upon request.