Welcome to the January 2016 Q&A. The first Q&A of 2016.
This is our latest monthly installment addressing questions and suggestions received through the online suggestion box (top menu bar on the intranet). We respond to questions that have agency-wide relevance (i.e., we do not respond to individual- or office-specific questions). Also, we can’t answer questions that may affect client or staff/personnel confidentiality protections.
Some questions/suggestions were summarized or simplified in the interest of clarity, brevity or to address issues of tone. When receiving multiple of the same question, we selected one (or created an amalgamation) that was most representative.
Some questions required more time to answer than was available or were received after we started drafting this Q&A so they didn’t make it into this installment. We’ll work to address them in a later installment.
Suggestions/Questions list
- Travel form on one page
- Reimbursement form problem and signatures
- Why do travel reimbursements take so long
- Early dismissal for holidays
- 360 degree performance evaluations
- Email subjects for position postings
- Correctional Facilities Recording Attorney-Client Phone Calls
Suggestion/Question: Travel form on one page
Can the travel form please be edited so that it all fits on one page? It seems like it is supposed to be just one page but it is spilling over slightly to the second page. Thank you in advance.
Response:
We agree that this is a waste of paper. In our next update of the form we intend to fix this issue. You can always prevent this additional page from printing by using the print Settings in Excel and input “Pages 1 to 1,” which will only print the first page.
Division: FIN – Kevin Lucchetti
Suggestion/Question: Reimbursement form problem and signatures
Hello! Two problems I am having with mileage reimbursement forms/process. One problem with the new form is it seems that you have to complete the entire process in one sitting from the page on the intranet; when I have tried to do some of it and save it as an excel spreadsheet to finish it later the spreadsheet stops doing the necessary addition and multiplication. I find it easier to do some entries as I go through the month instead of doing it all at once and that doesn’t seem to work right now. The second issue is relevant for those of us that don’t work in the same physical space as our supervisors. I always have to scan all my supporting documents and print sign and scan the voucher, send the whole bundle to my supervisor, who then has to print all the pages, sign the top one and rescan all the pages and email them to me so that I can then submit them. There has got to be a more sensible way to do this, whether it’s using electronic signatures or some other method.
Response:
With respect to your first question, unfortunately we were unable to replicate your experience with the employee reimbursement form not properly saving information between sessions. Please ensure you are using the most up-to-date version, available on the CPCS intranet here: http://intranet.publiccounsel.net/wp-content/uploads/sites/10/2015/09/Empl-Reimbursement-Form-091815.xlsx. If you are unable to complete your reimbursement form in one session, save the Excel worksheet to your Desktop, and you should be able to return and work on it later.
Regarding your question about signatures on employee reimbursement forms for those who do not work at the same location as their supervisor, we do need both the employee and supervisor’s signature. This requires those not working out of the same office to print their reimbursement request, sign and scan it, and send it to their supervisor for signature. However, please note that after the supervisor has signed the form, we are happy to accept it directly from them or anyone else, at [email protected].
Finally, please know that the Finance Division is exploring a broader improvement to the employee reimbursement system which will greatly enhance efficiency. Stay tuned for details!
Division: FIN – Kevin Lucchetti & Lincoln Heineman
Suggestion/Questions: Why do travel reimbursements take so long
Why do travel reimbursements take so long (three pay periods)?
Response:
Reimbursements should take approximately two to four weeks – this depends largely on the date the reimbursement is received as it relates to the current pay cycle/period. Since pay cycles are two weeks, if a reimbursement is submitted midway through the first pay cycle, a four week (or even three week) processing would pay in the third pay cycle/period.
The lifecycle of a reimbursement involves submission to Finance for payment approval but also includes HR and the State Comptroller for payment. Each step of the process may encounter delays and we are currently working to streamline this process to the extent possible. This Fall, we encountered additional delays due to the deployment of a new travel form as well as processing delays related to staffing shortages. We feel comfortable indicating that staff should not wait longer than 4 weeks for reimbursement and that staff will be informed if there are adjustments to their expected reimbursement.
Division: FIN – Kevin Lucchetti
Suggestion/Question: Early dismissal for holidays
Why is it that when the agency allows for early dismissal they don’t extend this benefit to people who have taken time off already? It is certainly a generous gesture and a way to show your appreciation of us. However, why shouldn’t all employees receive this benefit? Presumably, people who are taking time off are taking time that they have earned and it has been approved by a supervisor. This seems unfair and odd that only some employees receive the benefit. Also, there are many employees that have to travel for the holiday, which already means that they are incurring extra expense associated with travel. Why not just pass on the generosity to all of us?
Response:
We are proud that CPCS offers a more generous accrued leave benefits package than that offered by other state agencies, including those in the Executive Branch. Early dismissal time in advance of certain holidays is an informal benefit of appreciation, separate and distinct from vacation and personal time. It is neither an entitlement nor a supplement for other leave. We recognize the common tendency of employees who wish to extend holiday time with accrued leave immediately preceding it. Early dismissal serves as an incentive for those employees who come to work in such expected instances of low staffing.
Division: HR – Donna Leete
Suggestion/Questions: 360 degree performance evaluations
Can CPCS move to a 360 degree review format or include elements of upward feedback in the review process?
Response:
This suggestion for a process change presents a worthy goal for future implementation. However, we must walk before we can run. We recognize that CPCS has some work units yet to receive performance reviews. This year, our focus is on ensuring that all CPCS employees receive a review, which includes meaningful dialogue between employees and immediate supervisors, and the opportunity to explore career development goals.
Division: HR – Donna Leete
Suggestion/Question: Email subjects for position postings
Would it be possible for the emails that Maria Sanchez sends out regarding new position postings to have, in the subject line rather than the body of the email, a short description of the position being posted? I know that she does put it in bold in the body of the email, but we get many of these emails and I did recently manage to miss one that I might have been interested in applying for — I think that would be less likely to happen if the subject of the email announced the specific position being posted. Thanks!
Response:
Thanks for the suggestion. We’ve made your suggested change. All position posting emails should now incorporate the position title in the email subject to make it easier to immediately see.
Division: HR – Donna Leete
Suggestion/Question: Correctional Facilities Recording Attorney-Client Phone Calls
An article published this week (https://theintercept.com/2015/11/11/securus-hack-prison-phone-company-exposes-thousands-of-calls-lawyers-and-clients/) suggests that Securus has been recording and retaining calls between inmates and their attorneys.
To what extent may this include CPCS clients who are in custody?
Response:
Great question. We have been in touch with our colleagues at Prisoner Legal Services and we are looking into whether this is an issue in Massachusetts. To date, we have not found any evidence that it is, but we will keep you informed.
Division: PD – Randy Gioia