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Home My WebLink About04.c. Adopt changes to Employee Computer Purchase Assistance ProgramCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: January 24, 2013 subject: CONSIDER ADOPTION OF AMENDMENTS TO EMPLOYEE COMPUTER PURCHASE ASSISTANCE PROGRAM, BOARD POLICY NO. BP 001 Submitted By: Thea Vassallo, CPA, CMA Finance Manager �l.c. Initiating Dept. /Div.: Administrative / IT / Finance & Accounting W AND RECOMMENDED FOR ARD ACTION: r i Thea Vass Kent Alm Administrator Finance Manager District Counsel Curtis W. Swanson Interim General Manager ISSUE: The District's Employee Computer Purchase Assistance Program, Board Policy No. BP 001, was adopted on July 1, 1995. Board approval is required to amend the policy. RECOMMENDATION: Review proposed amendments to District's Employee Computer Purchase Assistance Program and, if desired, revise Policy BP 001 effective immediately. FINANCIAL IMPACTS: As of June 30, 2012, $7,546 was invested in computer loans to District employees. ALTERNATIVES /CONSIDERATIONS: The Employee Computer Purchase Assistance Program could be reduced or eliminated; however this is not recommended by staff. BACKGROUND: Staff is recommending that the Employee Computer Purchase Assistance Program be expanded in terms of the items that District employees may purchase under the policy because doing so will enable District employees to utilize the latest technological devices available, not just computers. When originally adopted in 1995, the program had an annual funding limit of $70,000 and the Board required review the program every two years. In 2003, the Board requested annual review. In 2009, the Board reduced the annual funding limit to $30,000, as the needs over the years did not justify appropriating the larger amount. Since its inception, 122 employees have taken advantage of the program. The revolving loan fund currently has $7,546 in outstanding loans, with a $22,454 balance available for new loans. In the past year, six loans have been extended for a total dollar amount of $10,946. N.IADMINSUPIADMINIDIST- SECIPosition Papers120131PP- Amendments to Computer Purchase Policy 01- 24- 13.doc POSITION PAPER Board Meeting Date: January 24, 2013 subject CONSIDER ADOPTION OF AMENDMENTS TO EMPLOYEE COMPUTER PURCHASE ASSISTANCE PROGRAM, BOARD POLICY NO. BP 001 With the advent of laptops, tablets and associated software innovations, staff believes it prudent to expand the program to enable employees to avail themselves of newer technologies than those envisioned under the original program. Employee utilization of computers, laptops, tablets and other devices continues to increase at the District and it is beneficial to the District for employees to be provided an opportunity under this program to enhance their computer skills to keep abreast of the latest technologies. Program Overview The District will charge employee participants at the Local Agency Investment Fund (LAIF) interest rate, and will get the same rate of return as it would if the loan fund were invested rather than extended to employees. Other program highlights are as follows: • The annual funding limit will remain $30,000. • Allowable purchases under the program include desktops, laptops, tablets, printers, software, and /or related equipment of any brand. • Purchases must meet current District standards and must be pre- approved by the IT Administrator. • The minimum loan amount is $600; the maximum loan amount is $2,000. • Only one loan can be outstanding at any one time per employee. • The program will continue to be administered by the Accounting Department. The proposed amendments are indicated on the attached strikeout of the existing Employee Computer Purchase Assistance Program. Any additions are denoted in blue and any deletions are denoted by red strikeouts. This matter was discussed with the Budget and Finance Committee on July 31, 2012 and January 7, 2013. The Committee recommended that the Board adopt amendments to the program as set forth above. RECOMMENDED BOARD ACTION: Adopt proposed amendments to the District's Employee Computer Purchase Assistance Program, Board Policy No. BP 001, effective immediately. Number: BP 001 Authority: Board of Directors Effective: July 1, 1995 Revised: January 24, 2013 Reviewed: August 4, 2011 Initiating Dept. /Div.: Administration BOARD POLICY ♦ I www.centralsan.org EMPLOYEE COMPUTER PURCHASE ASSISTANCE PROGRAM PURPOSE This policy will_e purpese of this pFegrarn is te provide employees with a low cost resource to purchase a e personal computer and /or other authorized hardware or software for the purpose of improving employee computer skills. Pur hosed com,,,Put must be GGFnpatible With GUFreRt DistFiGt standards and requires pFier appFeval by the MIS Adm;nffistrater. POLICY 1. The District will provide loans to District employees under the Employee Computer Purchase Assistance Program to purchase a personal computer and /or other authorized hardware or software in accordance with the parameters set forth in this policy. 2. The annual funding limit for the proqram is $30,000. 3. The maximum computer loan per employee under the program is $2,000, with a minimum of $600. 4. Staff shall provide the Board of Directors with an annual report including the status of participation and outstanding loans under the program. 5. The program shall be administered by the Accounting Department ■ cc M. •• PROCEDURES Below are the conditions and necessary steps to receive a computer loan (These steps also appear on the District's intranet ) BP 001 Page 2 ' •- - MIME M M.- - _ ... ... Employee Computer Loan Program 1. The program is administered by the Accounting Department ( "Program Administrator "). 2. The employee must be non - probationary. 2L.3. The employee must cSontact Accounting to initiate the loan process. 3-4. The computer system /technology being purchased must be pre- approved by the Information Technology (IT) Administrator to ensure it meets the District's current standards. This approval process is accomplishedshould be by submitting a quote from the vendor to the4eaR IT Aadministrator. 45. Allowable purchases under the program include desktops laptops tablets printers, software, and /or related equipment of any brand Gug- �h., -5-.6. An employee may borrow up to $2000, with a minimum of $600. 7. Only one loan can be outstanding at any one time per employee 6-.8. Once the quote from a vendor has been approved, Accounts /Payable will produce a check to the employee. 7-.9. The mpleyeeF-uUpon receiving the check from the District, the employee must sign a promissory note, which allows the District to deduct $100 from their monthly paycheck to reimburse the District for the loan. The interest rate the employee pays the District is tied to that of the most current Local Agency Investment Fund (LAIF) at that r..in+ ;n time 8-.10. The original purchase receipt must be submitted to the loo Program aAdministrator and will be kept in the Accounting Departmenteff+Ee. 9.11. The loan must be repaid to the District in full. Should an employee terminate before the loan is paid, any outstandinciFe6mdual amount ae#paid will be withheld from the employee's final paycheck. When inquiring about a computer loan please contact Accounting extension 325 f ICENTRAL CONTRA COSTA SANITARY DISTRICT EMPLOYEE COMPUTER PURCHASE ASSISTANCE PROGRAM Name: Department: I wish to participate in the Employee Computer Purchase Assistance Program. I understand that there may be a waiting list if the total current requests exceed the funding limit for the program, which is currently $30,000. Computer loans are for a maximum of $2,000 with a minimum of $600, and only one loan per employee is allowed to be in effect at a time. Advertised price or store quotes along with complete specifications must be submitted with this form. All computer purchases under this program must meet minimum District standards as determined by the Information Technology (IT) Administrator. Approval from the IT Administrator must be obtained prior to the actual purchase of a desktop, laptop, tablet, printer, software, and /or related equipment of any brand. Once the purchase is completed, the original sales receipt(s) must be submitted to Accounting within 30 days from date of purchase. Failure to provide the sales receipt(s) within 30 days of purchase will result in the cancellation of the loan and the entire loan balance will be deducted from the employee's paycheck. Signature: Date: Program Administrator Use 1. Probation Passed: Date: 2. Valid price quote received: Date: 3. IT Administrator approval: Date: 4. Promissory Note Signed And Check Issued: Date N:\ADMINSUP\ADMIN \FINANCE MANAGER \Computer Purchase Program \CCCSD - Employee Computer Purchase Program Changes 12- 28- 12.doc W' Sa CENTRAL CONTRA COSTA SANITARY DISTRICT PROMISSORY NOTE AND AUTHORIZATION FOR PAYROLL DEDUCTIONS FOR THE EMPLOYEE COMPUTER PURCHASE ASSISTANCE PROGRAM For the value of the loan received through the "Employee Computer Purchase Assistance Program, "I, promise to pay to the order of the Central Contra Costa Sanitary District (District), with offices at 5019 Imhoff Place, Martinez, 94553, the sum of $ with interest at the Local Agency Investment Fund (LAIF) rate as of the date set forth below, in equal monthly installments of One Hundred Dollars ($100), the first, of which shall be payable and deducted from my payroll check on and the remaining installments each successive month. The payment of the final balance, whether less than or equal to One Hundred Dollars ($100), shall be deducted as the final installment payment (see attached repayment schedule). There will be no penalty for paying any remaining balance early. I hereby agree that this note shall become due and payable immediately upon: 1) termination from the District; 2) the cancellation of the computer purchase; 3) the obtaining of this loan for any purchase other than computer purchase; 4) as required by law or a court judgment and /or 5) failure to provide Accounting with a copy of the sales receipt. The District is hereby authorized in such event to take the balance due out of any monies owed by the District to the employee, including those for salary, vacation, sick leave, comp time, or otherwise. If these amounts are insufficient the employee shall immediately pay the balance to the District directly. Employee Signature Date Martinez, California Document in Windows Internet Explorer cc: Payroll 0