Elections Coverage

Inquiry. How many hours should we pay our custodians when they work in support of elections?

Response. The elections are events that take place periodically and are covered under the facilities use policy.   All schedules to cover elections should be established jointly with the principal and Sodexho supervisor. An effort should be made to avoid having anyone work overtime. The morning custodian should open and the evening custodians close. We should set up for the event the night before, thus eliminating the need for additional personnel during the morning hours. Compensation must be paid if the required opening hour is earlier than the site’s normal opening time. Compensation should also be paid if the evening custodians’ work day ends prior to the polls closing and must work over to accommodate the need of the election board. The overtime rules, if applicable, will be applied by payroll personnel.

In order for the custodians to be paid, the principal will have to submit an Employee Extended Agreement (EEA) if a GCS employee is employed.  The EEA is to cover hours worked that are not within the custodians’ normal working hours. The original time sheet depicting the hours the employee worked should be submitted directly to payroll. A copy of the time sheet is to be faxed to Allen Bailey at 370-2398. The budget code used to cost out the services rendered is 26540-504-173-School Number.

Sodexho must bill the district for services rendered by their employees. A time sheet signed by the Sodexho manager (or his/her designated representative) and the employing site manager/principal is to be attached to the invoice. The invoice and signed time sheet can be mailed to the Maintenance Department for payment processing.

The facilities use form has to be completed and forwarded to this office for record purposes.  In this case, an insurance certificate is not required. The Election Board will be invoiced for services rendered in terms of facilities use and personnel charges based on the AS-1 and EEA submitted by the site manager/principal.