From:	C.D. Crepps
To:	Department Contacts
Cc:	Finance Office
Subject:	4-Year Reference Calendar--2020 to 2023

GREETINGS,

Wishing you all a celebratory holiday season and end to 2019 and a joyous 2020 !!

This reminder message is specifically for staff that may assist in the department’s financial processes. I’m sending this message to all MCSJ system users for whom I have an email address. The calendar may be a little busy, yet it is intended to communicate several various important dates to all employees. Please forward to other appropriate staff that may need to receive this message.

I will be periodically broadcasting information to all of you via email, yet please do not hesitate to contact me by phone or email if you should have any questions or concerns for me about what is communicated.

4-YEAR REFERENCE CALENDAR FOR COUNTY ADMINISTRATION
Please find attached a PDF file indicating dates of several events important to County Administration over the next four years. This reference calendar highlights the following dates (and, in parentheses, how the dates are identified on the 4-year reference calendar):
1) County’s observed non-working days, per the holiday schedule and personnel policy manual (boxed with diagonal stripes)
2) bi-weekly paychecks to County employees (green) and weekly checks to vendors and other payees (red)
3) General Election Day (yellow with horizontal stripes)
4) Mothers’ Day, Fathers’ Day, Parents’ Day, Grandparents’ Day, and tentative day for free flu shots for employees (violet)
5) extra Federal Reserve and banking non-working days of Presidents’ Day and Columbus Day (dotted with horizontal bars at top and bottom)
6) start and end for Daylight Savings Time (dotted with vertical bars at far left and far right)
7) regular meetings for the Board of County Commissioners (gold), Planning Board (blue), and Board of Elections (yellow)

Note: paycheck dates
To be included in the paycheck, information regarding time worked should be reported to Human Resources by noon on the Monday immediately preceding the paycheck date. However, for some paychecks to be processed timely, the noon on Monday deadline may be moved to an earlier time, such as 10a.

Typically, when local banks are open on the County's work holidays, no change should be expected to the processing of paychecks on those dates. In 2020, there will be two paychecks being paid on County work holidays and banks are expected to be open both of these Fridays, which are April 10th and July 3rd. When the County recognizes a work holiday on Friday, January 1st, banks are also expected to be closed, so the paycheck will be moved to Thursday, December 31st. Thus, there are 27 paychecks planned, from the first one on January 3rd to the 27th one on December 31st.

Note: check-writes
Wed @ 11a deadline: To be included in the check-write, purchase requisitions needing payment should be approved by departments by 11a on Wednesday immediately preceding the check-write date. Likewise, when Mary Kennedy enters the information into a requisition for you, to be paid, department approval is needed by 11a on Wednesday immediately preceding the check-write date.

Special: We also process special check-writes not indicated on the calendar. For instance, property taxes collected for other taxing entities (namely, the Towns and fire districts) have to be distributed by the 10th of the following month. When a regular check-write does not coincide with the date needed to distribute property taxes, a separate check-write may be processed.

Deviation: And, some check-writes may change to suit our other work needs. Of particular note are the check-writes at both the beginning and end of both the calendar year and the fiscal year.

Note: other election days
Only General Election Day is noted on this calendar. Other days that precincts are open are not included. Please refer to the County website under Department of Elections and/or Board of Elections for more information.

Note: other financial dates
Budget: We ask that you submit requests for budget moves within a department by May 1 and again by June 20. Requests for budget moves can be made at anytime. After May 1, however, moves may be made without your request, if deemed necessary by Finance.

Travel: We ask that you submit travel reimbursements within a month of the end of the month in which the trip took place.

Order Blackout: We ask that you order needed goods and materials and schedule needed services before June 9, then not place any new orders from June 9 to July 8, then begin to order goods and materials and schedule needed services again on or after July 9. From June 9 to July 8, services should be delayed, when possible, yet we understand that some maintenance will be needed during this time.

Requisitions: Purchase requisitions may be created on any day except the last business day of the fiscal year and the first business day of the fiscal year.

Note: CBHHS
The Consolidated Board of Health and Human Services (CBHHS) meets on the third Tuesday of even-numbered months (February is the second month, April is the fourth month, etc.). Lately, that meeting start time has been 5p. Since this meeting is on the same day as the meetings of the Board of County Commissioners, this meeting day is not separately highlighted on the attached calendar. 

Note: agenda items
Items for the board's agenda should be provided to the Clerk about 4 to 5 business days before the meeting.

Note: feedback and disclaimer
If you think of other important, work-related, and recurring events that perhaps should be included on this reference calendar, please let me know. Some indicated events are subject to additions, deletions, cancellations, and other modifications.

CONTACT ME
I am available for one on one discussion and will gladly assist you in any way necessary. We appreciate your time and cooperation with the budget revision process.

Best regards,
--CD