§ 18-56Adjustments.
§ 18-57Direct deposit.
§ 18-58Longevity.
§ 18-59Pay schedule.
§ 18-60Performance reviews.
§ 18-61Rates.
§ 18-62Rest and meal periods.
§ 18-63Time cards.
§ 18-64Time sheets.
§ 18-65Travel and other business expenses.
The Board of Commissioners reserves the right to set wage rates and adjust them accordingly based upon such factors as budget limitations, cost of living, and individual performance, provided the employee is not covered by a union agreement.
An employee may opt to have the entire net amount or any partial amount of his/her weekly paycheck direct deposited into any existing checking and/or savings account. A two-week pre-note period is required for bank verification of the information provided. The Accounting Administrator will supply the necessary paperwork upon request.
Longevity payments were approved for all personnel by HUD beginning in 1980. Longevity payments shall be paid on the payday following the employee's anniversary date, in accordance with the Teamsters contract.
The payroll period ends Sunday at 12:00 midnight. All employees are paid weekly on Thursday morning. Paychecks are hand-delivered, not mailed.
Performance appraisals are conducted on an annual cycle. Merit increases are not guaranteed and are based upon WHA budget financials. A merit increase may accompany a performance review, provided the employee's performance and salary level warrant. The amount of increase should be consistent with the approved merit budget.
Appropriate compensation rates shall be determined on the basis of prevailing rates and local comparability and shall be approved by HUD. For those employees covered by union agreements, the position rate ranges and particulars concerning rates are included in the current agreement.
Employees are allowed a ten-minute rest break in the morning, a thirty-minute lunch break, and a ten-minute rest break in the afternoon. Break times must be agreed upon by the employee's supervisor, and employees must adhere to the time allotted. Any employee who abuses the time allotted for break periods may face disciplinary action.
Nonexempt employees are required to punch a time card and must do so diligently. Any missed punch must be brought to the attention of the supervisor as soon as it is noticed. An employee's pay will be adjusted after five minutes late (0.08) in the morning, or for more than five minutes (0.08) late at lunch break. If an employee is authorized to work more than five minutes (0.08) late at the end of the day, an overtime slip authorized by the supervisor must accompany the time card.
Exempt employees complete weekly time sheets to reflect an accurate account of the hours worked for the week. Inconsistencies on these documents are unacceptable, as these records may be subpoenaed as evidence for various reasons for many years. Following are procedures to be followed in completing a weekly time sheet: the employee must complete name, title, department and the week ending date. The employee must indicate an accurate start time, end time and lunch break, calculate hours across and down on the sheet, and tally a total for the week. Employees are not allowed to flex their time without specific authorization from the Executive Director. Annotated annual or sick time on a time sheet must be accompanied by a leave slip (1/2 sheet). Time sheets are due to Payroll by 10:00 a.m. on Monday mornings.
For the purposes of travel, the WHA shall allow travel and expenses for employees or members of the Board of Commissioners only.
Woonsocket Housing Authority will only reimburse the direct cost attributed to the Housing Authority business for meals and incidentals at the rate posted on the Internet by the federal travel regulations for that locale at that particular time. The Housing Authority will book all travel at coach rates through the Director's office and will book rooms at the standard rate for the average room in that locale. Travel voucher reporting is also mandatory as well as receipts for expenses.
Travel costs of persons authorized to travel on official business for the WHA will be reimbursed for all actual cost incurred and in accordance with § 5-23 of 7401.7. The cost of coach or tourist class on airline accommodations shall be the acceptable means of transportation unless coach or tourist class is unavailable. All other modes of travel other than specified above shall require the approval of the Executive Director and the Board of Commissioners.
Actual subsistence expense reimbursement must be supported by receipts and/or a travel expense report. Receipts are to be secured for all expenses.
If a privately owned automobile is used when some other mode of travel is specified, reimbursement shall be at a rate consistent with HUD guidelines, provided that the cost does not exceed the cost of travel specified and shall require approval of the Executive Director and the Board of Commissioners.
The Board of Commissioners also adopts as reference, the Federal Travel Regulation Manual, 41 CFR 301, Travel Allowances, to provide additional guidelines for travel.
An employee who is involved in an accident while traveling on business must promptly report the incident to his/her immediate supervisor. Vehicles owned, leased or rented by the WHA may not be used for personal use without prior approval.
Cash advances to cover reasonable anticipated expenses may be made to employees after travel has been approved. Employees should submit a written request to their supervisor when travel advances are needed.
When travel is concluded, employees should submit a completed travel expense report within seven days. All individual expenses must be accompanied by receipts.
The travel rate per diem is determined by the United States General Service Administration (GSA) based on state and date of travel.
An employee should contact his/her supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses or any other business travel issues.
Abuse of this business travel expense policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
Subject to the provisions of this title, no qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefit of the services, programs, or activities of a public entity or be subject to discrimination by any such entity.
