RPL ADMINISTRATIVE POLICY - DRAFT

Transcription

1 RPL ADMINISTRATIVE POLICY - DRAFT Travel & Training Leave Revised 2017 GENERAL POLICY It is the policy of the organization to encourage staff attendance at work-related meetings, involvement in the work of library and other professional associations, and participation in continuing education activities which both benefit the organization and provide for employee growth and development. The organization may also require attendance by designated staff at meetings outside the organization that are deemed crucial to maintaining library operations. Conference and training leave is considered recommended but optional, and is documented as conference leave for payroll purposes. Duty leave is considered essential to the organization and the work of the employee, differs from optional conference leave, and is documented as duty leave for payroll purposes. In-house training programs conducted by the RPL are not considered conference and training leave, but are a separate and important employee development activity. All employees - full-time and part-time, support/technical and public service - have equal opportunity for conference and training leave. For both employees and the organization to derive the greatest benefit from conferences and trainings, employees and their supervisors should be selective in requesting leave based on the content, level, and purpose of the activity. Supervisor decisions on granting conference and training leave shall consider previous attendance at conferences/trainings, memberships in the sponsoring organization, the stated purpose of the employee requesting the leave, and the relevance of the program. Supervisors shall make every effort to fairly distribute and grant conference and training leave requests while maintaining quality services in the library. Duty leave is identified on behalf of the employee by the Assistant Director or Director, wherein an employee is acting as the organization s official representative or delegate. Standing committee meetings sponsored by the RPL or MCLS, of which the employee is a participant, are also considered duty leave but do not require submission of a leave request. FUNDING FOR CONFERENCE AND TRAINING LEAVE Granting of leave does not ensure funding, which is subject to many factors and varies depending upon the type and costs of the event, its job-relatedness, and funds available. Approval to attend a conference/training and the funding level, which may be partial reimbursement of expenses, are based on the recommendation of the Assistant Director and the approval of the Director. Requests are made on the RPL Request for Leave Form and staff members are notified of the maximum amount of reimbursement. The number of staff granted leave for any one activity, such as the annual New York Library Association conference, may be limited due to availability of funds and at the discretion of the Assistant Director and Director. If the employee s leave activity carries with it any payment from an outside organization to the employee for presentation or conference/training services, the employee must utilize either vacation or personal leave banks for attendance and is not eligible for fund reimbursement by the

2 library. An employee may not accept payment from an outside organization and claim fund reimbursement from the library for the same event. REIMBURSABLE TRAVEL EXPENSES Except for conference registration, all related expenses (transportation, lodging, food) shall be initiated and expensed by the employee after receipt of an approved Request for Leave Form. Conference registration may be paid by the organization directly to take advantage of early or group registration discounting. All travel expense receipts and billing statements must be submitted to the Finance Office within 30 days of the employee s return. The organization adheres to the City of Rochester Travel Policy for standards and limitations on eligible travel expenses. Employees may designate financial hardship in providing for out-of-pocket conference and training leave expenses on the Request for Leave form. Employee advances for out-of-pocket expenses will be coordinated by the Finance Office. The organization will not pre-pay transportation and lodging expenses on behalf of the employee. All employees representing the organization for conference/training and duty leave continue to be subject to City of Rochester Travel Policy, Code of Ethics and Standards of Conduct. REPORTING ON CONFERENCE AND TRAVEL Employees granted conference or training leave shall report on the activity or share results with their supervisor or staff as deemed appropriate. Employees and supervisors shall jointly determine a recommended format to share conference or training findings on the Request for Leave Form. Options may include provision of a written report; a presentation or training for RPL employees or stakeholders.

3 RPL POLICY - OLD Leave for Business Meetings/ Duty Away from the Unit Reviewed 1997 GENERAL POLICY It is the policy of the organization to reimburse staff for attendance at meetings, training programs, courses, workshops, and seminars that are deemed crucial to maintaining library operations. In such cases, leave will be considered duty and expenses reimbursed 100%. This type of required leave, in which the activity requested is considered essential to the organization and the work of the employee, differs from optional conference leave. Leave and the appropriate funding are granted based on the recommendation of the Associate/ Assistant Director and the approval of the Director. When such leave carries with it any payment from an outside organization, in addition to travel reimbursement, the staff member may choose either to use vacation or personal leave credits for attendance or turn over such payment to library. Staff may not accept payment, in addition to travel expenses at the same time they are paid their normal salary. If the County or City car is not available, private car use is reimbursed at the prevailing City rate when staff submit a mileage reimbursement request voucher to the Finance Office. Staff members granted leave will be asked to report on the activity or share its results with their supervisor and other staff as may be deemed appropriate to the activity. ACTIVITIES FOR WHICH BUSINESS LEAVE MAY BE GRANTED AND REQUESTS ARE REQUIRED (FORM REQUEST FOR LEAVE) Activities which staff members are required to attend by the appropriate Associate/Assistant Director or Director. Activities which staff members are designated to attend by the appropriate Associate/ Assistant Director or Director, as the library s official representative or delegate because representation or participation is critical to maintaining library operations. The agenda for such would be concerned with: changes in operations, systems, etc.; implementation of legislation or grants.

4 Meetings and programs conducted or sponsored by MCLS or RRLC. Approval by the immediate supervisor is necessary in consultation with the appropriate Associate/Assistant Director or Director. These activities are considered part of the duty associated with the position the staff member holds in the organization. Employees will be reimbursed at 100% of the expenses involved, in accordance with City Travel Regulations.

5 RPL ADMINISTRATIVE POLICY - OLD Leave for Conferences, Meetings, Workshops, Etc. Reviewed 1997 GENERAL POLICY It is the policy of the organization to encourage staff attendance at work related meetings, involvement in the work of library and other professional associations, and participation in continuing education activities which both benefit the organization and provide for employee growth and development. In order to insure that all staff, full-time and part-time, have equal opportunity for such leave and that both staff and the organization derive the greatest possible benefit from such attendance, staff members should be selective in requesting leave and should investigate carefully the content, level, and purpose of the activity. Decisions on granting leave take into account previous attendance at such conferences/workshops, memberships in the sponsoring organization, the stated purpose of the staff member in requesting the leave, and the relevance of the program. Supervisors must make every effort to coordinate fairly staff leave requests while maintaining quality service as their first priority. FUNDING FOR LEAVE Granting of leave will not ensure funding which is subject to many factors and varies depending upon the type and costs of the event, its job-relatedness, and funds available. Approval to attend and the funding level, which may be partial reimbursement of expenses, is based on the recommendation of the Associate/Assistant Director and the approval of the Director. Requests are made on Form 167 (Request for Leave) and staff members are notified of the amount of reimbursement prior to attendance. The number of staff granted leave for any one activity may be limited at the discretion of the Associate/Assistant Directors and Director. When such leave activity carries with it any payment from an outside organization, in addition to travel reimbursement, the staff member may choose either to use vacation or personal leave banks for attendance or turn over such payment to the library. Staff may not accept payment, other than travel expenses, and be paid their normal salary for the same period. Staff members granted leave will be asked to report on the activity or share its results with their supervisor and other staff as may be deemed appropriate to the activity. AMOUNT OF ANNUAL LEAVE (CONFERENCES, ETC.) A staff member may be granted leave with pay of no more than 5 working days per calendar year for the purposes of attending such conferences, meetings, courses, and related activities described below.

6 RPL ADMINISTRATIVE POLICY - OLD Leave for Conferences, Meetings, Workshops, Etc. Reviewed 1997 This leave shall reflect the total time (including travel time) away form regularly scheduled library duties, but shall not exceed the length of the scheduled work day. Full-time staff members may apply for additional leave when necessary, to be charged either to the personal leave or vacation leave credits of the staff member. Leave requests must be submitted on Form 167 (Request for Leave) and be approved in advance by both the supervisor and the appropriate Associate/Assistant Director, or the Library Director. ACTIVITIES FOR WHICH CONFERENCE LEAVE MAY BE GRANTED Conferences sponsored by ALA (including summer, mid-winter, and pre-conferences), NYLA, or other professional associations. Executive or committee meetings of ALA, NYLA, or other professional associations. Staff members who are approached to accept committee assignments or elective office in ALA, NYLA, or other professional organizations shall seek the guidance and permission of the appropriate Associate/Assistant Director or the Director when the assignment or office will entail use of library time and resources, including consideration for reimbursement for supplies, equipment, postage, telephone, and other staff members time. Funding to attend these meetings is not provided by RPL/MCLS. Courses, seminars, training programs, and other continuing education activities conducted by RRLC and local or out-of-town school or agencies. Staff members may be granted paid leave to speak or participate in conference or workshop programs. Funding to participate in these activities is not provided by RPL/MCLS. Programs and meetings of civic, community, educational and cultural organizations which entail one-half day s absence or more from regular duty. ACTIVITIES THAT MAY BE EXCLUDED FROM THE 5-DAY LIMIT When organizations which affect RPL/MCLS invite staff members to serve on commissions or committees, the approval of the appropriate Associate/Assistant Director and the Director must be requested if the assignment will entail use of the library time and/or resources. The Director may exclude such staff leave from the 5-day leave limit if conditions warrant. Organizations in the category include: State Education Department, Library Development, and others in which RPL/MCLS have a major stake.