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Employee Administrative Policy

2026last touched · 15 source resolutions
↑Village/Rules/Policies/Adopted/employee_administrative_policy
Resolutions establishing payroll administration, mileage and travel reimbursement, employee training and conference attendance policies, and sexual harassment and workplace violence prevention policies.
Synthesis written as-of 2026-07-31. A time-bounded clause in this rule expires on 2027-05-31
In force, by year of last update
2026this year
Mileage Reimbursement Rate
Village officials and employees are reimbursed for use of personal automobiles while performing official duties at the current federal IRS business rate per mile in effect at the time of the trip. This applies to all Village-related travel including travel to professional training.[9][14]
Gender-Based Violence & the Workplace Policy
The Village has adopted the Gender-Based Violence & the Workplace Policy, effective 2026-07-27.[15]
ADP NYSLRS Custom Report Contract
The Mayor is authorized to sign a contract with ADP to create a NYSLRS Custom Report to address New York State Local Retirement System enhanced ongoing reporting requirements.[12]
Trustee Training Budget Allocation Policy
The Trustee training budget line (A1010.4) divided by four (4) is allotted to each Trustee for municipal training fees (e.g., NYCOM, NYS Comptroller) and associated necessary expenditures (e.g., mileage, lodging) without requiring prior Board approval. If training fees and associated expenses exceed a Trustee's allocation or remaining allocation, the Board of Trustees must discuss and approve the expenditure prior to commitment; all expenses must go through the voucher audit process prior to reimbursement.[13][14]
Authorized Training Meetings and Schools — Fiscal Year 2026–2027
For the fiscal year 6/1/26 through 5/31/27, the following officers and employees are authorized to attend the listed schools and meetings, subject to prior approval by the Mayor or Board of Trustees and compliance with the Trustee Training Policy where applicable: Mayor, Board of Trustees, Clerk, Treasurer — NYCOM Winter Legislative Meeting, NYCOM Annual Meeting and Training School, NYCOM Fall Training School; Mayor and DPW Foreman — NYCOM Public Works Training School; Mayor and Deputy Mayor — Dutchess County Supervisors & Mayors Association, Dutchess County Transportation Council; Planning Board, Zoning Board of Appeals members, and Planning/Zoning Clerk — Dutchess County Planning Association.[14]
Training Attendance — Prior Approval Requirement
Attendance at authorized training meetings and conferences is not permitted, and reimbursement may not be sought, unless the Mayor or Board of Trustees (as applicable) approves attendance before the commitment of funds or attendance. Where applicable, the Village's Trustee Training Policy must also be followed.[6][14]
Training Budget Allocations — Fiscal Year 2026–2027
The Board has approved the following training budget allocations for fiscal year 6/1/26 through 5/31/27: $2,000 for Trustees (A1010.4); $2,000 for Village staff; Planning/Zoning within A8010.43; Court within A1110.45; DPW within A1640.43 or EW8320.45.[14]
2024
ADP Guaranteed Price Agreement
The Mayor is authorized to sign the ADP Guaranteed Price Agreement on behalf of the Village.[11]
2023
ADP Time Kiosk App — Employee Time Tracking
The Village uses the ADP Time Kiosk App for employee time tracking at a cost of $936 per year plus the cost of three tablets and equipment to secure them.[10]
2018
Sexual Harassment Policy
The Village has adopted a Sexual Harassment Policy, modified by labor counsel to comply with New York State Labor Law §201-g, and disseminated to all Village employees, applicants for employment, paid and unpaid interns, contractors, and persons conducting business with the Village.[8]
2013
ADP Payroll — Benefit Accrual System
The Village uses ADP's benefit accrual system to track vacation, sick, and personal time off for Police, Highway, and office staff. The system was implemented at a setup fee of $300.00 and $14.00 bi-weekly.[4]
2011
Employee Training Budget — Mayor's Contractual Line
The Mayor's contractual budget line includes funding for Village employee training programs, including lunch-and-learn sessions.[3]
2010
Payroll Schedule
Village payroll is processed on a semi-monthly schedule. This change from bi-weekly was adopted to save approximately two payrolls per year and reduce Treasurer administrative time.[2]
History · superseded or expired
2019
Mileage Allowances Resolution (2019)
Superseded by the 2026 resolution on professional training attendance and mileage reimbursement. The 2019 resolution approved reimbursement at the current federal IRS rate per mile, effective immediately.[9]
2018
IRS Mileage Rate Reimbursement (2018)
Superseded by the 2019 and 2026 mileage reimbursement resolutions. The 2018 resolution authorized reimbursement at the IRS mileage rate for all Village-related travel.[7]
2016
Mileage Reimbursement Authorization (2016)
Superseded by the 2019 and 2026 mileage reimbursement resolutions. The 2016 resolution first authorized reimbursement at the IRS rate for use of personal vehicles on Village duties.[5]
Employee Conference Attendance Authorization (2016)
Superseded by the 2026 resolution authorizing professional training attendance and establishing payment procedures. The 2016 resolution authorized attendance at NYCOM and Association of Towns meetings subject to prior mayoral approval.[6]
2008
Sexual Harassment Policy (NYMIR, 2008)
Superseded by the 2018 adoption of a revised Sexual Harassment Policy compliant with NY Labor Law §201-g. The original policy was submitted by NYMIR and distributed to all employees in 2008.[1]
Source resolutions
  1. [1]2008-05-12Sexual Harassment Policy
  2. [2]2010-12-06Switch Payroll to Semi-Monthly
  3. [3]2011-04-29Mayor's employee training budget
  4. [4]2013-01-07ADP Benefit Accrual System Implementation
  5. [5]2016-04-21Employee Personal Cars/Mileage
  6. [6]2016-04-21Employee attendance at schools and conferences
  7. [7]2018-04-09IRS mileage rate reimbursement for Village travel
  8. [8]2018-10-15To Adopt a Sexual Harassment Policy
  9. [9]2019-04-08Mileage Allowances
  10. [10]2023-02-13ADP Time Kiosk App contract authorization
  11. [11]2024-09-26ADP Guaranteed Price Agreement
  12. [12]2026-01-12ADP NYSLRS Custom Report Contract
  13. [13]2026-01-26Establish Trustee training budget allocation policy
  14. [14]2026-05-11Resolution to Authorize Professional Training Attendance and Establish the Procedure for Village Payment of Training Fees
  15. [15]2026-07-27Adopt Gender-Based Violence & the Workplace Policy

Synthesized from the chronological history of these resolutions. Each clause shows the year it was last established or amended. The text is a reading aid — for legal force, consult the source resolutions and the Village Code.