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Boyceville ambulance district delays action on payroll policy

By LeAnn R. Ralph

BOYCEVILLE   —  Members of the Boyceville Community Ambulance District Board have delayed taking action on a proposed payroll policy until the district’s next meeting September 16.

Matt Feeney, Boyceville EMS director, wrote the two-page policy and presented it at the August 12 meeting after the ambulance district board had requested at the July meeting that he write a policy.

Because of the nature of the computer software handling the payroll, sometimes the amount that should be paid to one EMT is accidentally paid to a different EMT.

According to the proposed policy, “in the rare event that an error occurs and is discovered within 24 hours of submission to the bank, the Payroll Secretary will resubmit the payroll with the corrections for the specific error. In the event the error is discovered after 24 hours, a ‘hard’ check will be issued to the affected staff member. These corrections should not interfere or delay the rest of the EMS staff being paid on time.”

The proposed policy goes on to say, “If a staff member is paid (who) should not have been paid, the correction must be made within the first 24 hours. If the error is discovered after 24 hours, the EMS chief will contact that staff member and make one attempt at receiving reimbursement for the specific amount paid. If no resolution is made, the amount will be withheld from their future paychecks until the entire balance is recovered. If the staff member no longer works for the district and no resolution is made, the Boyceville Community Ambulance Service will forfeit the amount paid.”

The Boyceville village clerk’s office currently processes the ambulance service’s payroll.

Gilbert Krueger, chair of the ambulance district and Boyceville village president, wondered about Feeney doing the payroll himself.

Processing the payroll at the EMS station would require having payroll software loaded onto the EMS station computer, Feeney noted.

Paul Wathke, representative for the Town of Sherman, asked if Feeney had reviewed the proposed policy with Cindy Swanepoel, village clerk-treasurer.

Feeney said he had not yet reviewed the proposed policy with Swanepoel.

Feeney also noted he currently spends a half hour on payroll and that he would be willing to spend an extra hour to complete the payroll.

The more times information is passed from person to person, the more possibility there is for error, Krueger said.

Feeney said he would be willing to meet with Swanepoel to review the proposed policy and to find out if a portion of the village’s Workhorse software for processing payroll could be loaded onto the EMS station computer.

If using Workhorse is not possible, the ambulance service can always find another payroll software to use, Feeney said.

Rich Monn, chair of the Town of Stanton and Stanton’s representative on the ambulance district board, suggested it might be a good idea to check with an auditor, too, to find out if a full audit of the books would be required if Feeney were to do the payroll himself.

Members of the Boyceville Community Ambulance District agreed to postpone action on the proposed policy and to place it on the agenda for the next meeting September 16.

Other business

In other business, the Boyceville Community Ambulance District:

• Learned that the district had $98,725 in funds on hand as of August 12.

• Learned that the ambulance district had receipts of $4,633 in July and expenses of $20,536 in July.

• Learned that the ambulance district had received $5,979 from August 1 to August 12 and had expenses for that same time period of $6,256.

The Boyceville Community Ambulance District meets next at the Boyceville Village Hall on September 16 at 7 p.m. or after the Boyceville Community Fire District meeting has adjourned.