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Accounting and Finance

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1. What is the Town’s procurement (purchasing) policy?

See Town of Southold Procurement Policy

2. How often are bills paid?

Bills are generally paid on a biweekly basis and only after formal approval by the Southold Town Board. Generally, Town Board meetings are held every other Tuesday, but this schedule may vary due to holidays and other conflicts. Please note that a Town of Southold Claim Voucher is required to be completed, signed, approved by the Department Head and submitted along with the invoice and supporting documentation. Southold Town Claim Voucher

3. What is the Town’s tax–exempt status?

As a political subdivision of the State of New York, the Town of Southold is exempt from all Federal and New York State sales, use and excise tax. For additional information, please contact the NYS Dept. of Taxation and Finance

4. How do I obtain the Town's Tax Exempt Certificate?

See link below Town of Southold Tax Exempt Certificate

5. What is the general process of filling an employment position?

1. The Department Head asks the Town Board if the Department can proceed with filling a position. Once permission is granted, the Department Head notifies the Accounting Dept. that a position needs to be filled.

2. The Accounting Department determines if a position is available. If a position is available, go to step #7. If a position is not available, the Department Head prepares a draft description of duties, responsibilities and minimum qualifications and submits same to the Accounting Dept.

3. From the draft description of duties, responsibilities and minimum qualifications prepared by the Department Head, the Accounting Dept. prepares a Duties Statement for the position and indicates the number of positions requested. After the Supervisor signs the Duties Statement, it is then submitted to the Suffolk County Department of Civil Service for classification (e.g., Competitive, Non-Competitive, Exempt or Labor), appropriate title verification or revision.

4. The Department of Civil Service returns the Duties Statement to the Accounting Department with the title indicated, the classification and the Duties Statement number.

5. If this is not a new title, go to step #7. If classified as a new title, the Supervisor notifies the CSEA President of the Town’s intent to create a new position and rate. The CSEA is given fifteen (15) days to meet with the Supervisor to discuss the new title and provide input on the salary rate for same.

6. The Town Board considers the input provided by the CSEA for the salary, then creates the position and sets the salary of same by resolution.

7. For positions classified as Competitive and full-time, the Accounting Dept. requests a “List of Eligible's” from the Department of Civil Service. For positions classified as Non-Competitive, Exempt or Labor, or for part-time or seasonal positions, a newspaper ad may be placed, but the Town Board must approve placement of the ad by resolution before the ad is placed.

8. Upon receipt of the “List of Eligible's” or after the due date for applications, the Accounting Dept. coordinates a date and time for interviews with the Department Head and Town Board members and secures the Conference Room for that date/time. The Accounting Dept. then canvasses the list, posts the position, maintains a list of responses and schedules interviews with prospective candidates.

9. The Department Head conducts the interviews along with those Town Board members wishing to participate.

10. Upon completion of interviews, the Department Head sends a written recommendation, utilizing a specific form, to the Accounting Department. The Accounting Dept. prepares a resolution for consideration to the Town Board. If it is learned during the interview process that there are less than three willing candidates for the position, the Department Head must go back to the Town Board and seek permission to make a provisional appointment. If permission is granted, return to step 8 for Accounting Department action, including returning the list, seeking permission from Civil Service for a provisional appointment, posting the opening and scheduling interviews.

11. The morning after the Town Board meeting, the Town Clerk’s Office notifies the Accounting Department of all Board approvals and subsequently forwards appropriate approved resolutions to the Accounting Department.

12. The Accounting Department then notifies the Department Head of any Board decisions pertaining to his department regarding personnel confirming the start date, position title and salary. In turn, the Department Head notifies the new employee of the Board’s action. The Accounting Department then sends a follow-up letter to the new employee with a packet of paperwork to be completed and sends letters of regret (to those who interviewed for the position but were not hired.)

Once an individual is Board approved for a position with the Town and all required paperwork is received by the Accounting Department, said employee’s information is entered in the computer system for payroll processing.

6. How do I get a job with the Town?

Openings for Town of Southold employment positions are posted on all Town bulletin boards. In most cases, the Town is required by law to hire from a Suffolk County Department of Civil Service “List of Eligible's” list for all competitively classified positions. Candidates should consult with Suffolk County Department of Civil Service to learn more about this process and for a listing of upcoming examinations and job specifications. Further information can be found on the Suffolk County Department of Civil Service website

7. When are Town employee’s paid?

Southold Town employees are paid on a bi-weekly basis which currently is every other Thursday.

8. When are employee time sheets due?

Employee time sheets are due the Monday after payday for inclusion on the following payroll.

9. What form is required to be paid for or to use accumulated Compensatory Time?

Use the Request for Use/Payment of Comp Time Form

10. When are employee benefit time sheets due?

Signed and approved employee benefit time sheets are due in the Accounting & Finance Department by the 10th day of the following month.

11. How do I change my Direct Deposit instructions?

Complete, sign and submit to the Town’s Accounting and Finance Department the Direct Deposit Form

12. How do I change my payroll deductions?

AGENCY SHOP DUES – Contact Union Representative

RETIREMENT ARREARS – Contact New York State Retirement System

CREDIT UNION – Contact Suffolk Federal Credit Union

GARNISHMENT – Contact garnishing agency

LIFE INSURANCE – Contact Mark Gagen of The Roy Reeve Agency at (631) 298-4700

RETIREMENT LOAN REPAYMENT – Contact the New York State Retirement System

PEOPLE DEDUCTION – Contact Union Representative

UNION DUES – Contact Union Representative

CSEA INSURANCE – Contact Union Representative

457 Deferred Compensation - Contact Mark Gagen at (631) 298-4700 or David Sarmir at (877) 677-3678 for information and assistance.

13. How do I change my Federal tax withholdings?

You should update your tax information by completing form W-4 so that the Town can calculate the correct amount of tax to withhold from your pay. If you do not, your default Federal status will be single with 0 allowances. Income tax is withheld from your wages based on marital status and the number of allowances claimed. You may also specify that an additional dollar amount be withheld. You can update your tax information anytime your tax situation changes and you choose to have more, or less, tax withheld by completing and submitting form W-4 to Payroll. Whether you are entitled to claim a certain number of allowances or exemptions from withholding is subject to review by the Internal Revenue Service (IRS). The Town may be required to send a copy of your form to the IRS upon their request. Form W-4

14. How do I change my New York State payroll tax withholdings?

You should update your tax information by completing form IT-2104, so that the Town can calculate the correct amount of tax to withhold from your pay. If you do not, your default NY State status will be single with 0 allowances. Income tax is withheld from your wages based on marital status and the number of allowances claimed. You may also specify that an additional dollar amount be withheld. You can update your tax information anytime your tax situation changes and you choose to have more, or less, tax withheld by completing and submitting form IT-2104 to the Town. Whether you are entitled to claim a certain number of allowances or exemptions from withholding is subject to review by NY State. The Town may be required to send a copy of your form to NY State upon their request. NY Form IT2104

15. How do I learn more about the NYS Retirement System?

Visit the New York State Retirement System website.

16. How do I obtain a copy of the Town’s Employee Handbook?

See link below Employee Handbook

17. How do I obtain a copy of the Town’s collective bargaining agreement with CSEA?

See link below Town of Southold CSEA Agreement.

18. How do I obtain a copy of the Town’s collective bargaining agreement with the PBA?

See link below Town of Southold PBA Agreement

19. How do I obtain a copy of the Town’s audited Financial Statements?

See link below Most Recent Financial Statements

20. What are the Town’s Budget procedures?

The head of each administrative unit of the Town is required to file detailed estimates of revenues (other than real property taxes) and expenditures for the next fiscal year with the budget officer (Supervisor) on or before August 15th. Estimates for each fire district situated within the Town must also be filed with the budget officer by this date. After reviewing these estimates, the budget officer prepares a tentative budget which includes his recommendations. A budget message explaining the main features of the budget is also prepared at this time. The tentative budget is filed with the Town Clerk not later than the 30th of September. Subsequently, the Town Clerk presents the tentative budget to the Town Board at the regular or special hearing which must be held on or before October 5th. The Town Board reviews the tentative budget and makes such changes as it deems necessary and that are not inconsistent with the provisions of the law. Following this review process, the tentative budget and such modifications, if any, as approved by the Board become the preliminary budget. A public hearing, notice of which must be duly published in the Town's official newspaper, on the preliminary budget is generally required to be held on the Thursday immediately following the general election. At such hearing, any person may express his opinion concerning the preliminary budget; however, there is no requirement or provision that the preliminary budget or any portion thereof be voted on by members of the public. After the public hearing, the Town Board may further change and revise the preliminary budget. The Town Board, by resolution, adopts the preliminary budget as submitted or amended no later than November 20th, at which time, the preliminary budget becomes the annual budget of the Town for the ensuing fiscal year. Budgetary control during the year is the responsibility of the Supervisor who is assisted in this area by the Town Comptroller. However, any changes or modifications to the annual budget including the transfer of appropriations among line items almost always must be approved by resolution of the Town Board.

21. How do I obtain a copy of the Town’s most recent adopted budget?

Click Most Recent Town of Southold Budget

22. What is the Town’s investment policy?

Pursuant to State law, including Sections 10 and 11 of the General Municipal Law (the "GML"), the Town is generally permitted to deposit moneys in banks or trust companies located and authorized to do business in the State. All such deposits, including special time deposit accounts and certificates of deposit, in excess of the amount insured under the Federal Deposit Insurance Act, are required to be secured in accordance with the provisions of and subject to the limitations of Section 10 of the GML. The Town may also temporarily invest moneys in: (1) obligations of the United States of America; (2) obligations guaranteed by agencies of the United States of America where the payment of principal and interest are guaranteed by the United States of America; (3) obligations of the State of New York; (4) with the approval of the New York State Comptroller, in tax anticipation notes or revenue anticipation notes issued by any municipality, school district, or district corporation, other than those notes issued by the Town, itself; (5) certificates of participation issued in connection with installment purchase agreements entered into by political subdivisions of the State pursuant to Section 109-b(10) of the GML; (6) obligations of a New York public benefit corporation which are made lawful investments for municipalities pursuant to the enabling statute of such public benefit corporation; or (7) in the case of moneys held in certain reserve funds established by the Town pursuant to law, in obligations of the Town. All of the foregoing investments are required to be payable or redeemable at the option of the owner within such times as the proceeds will be needed to meet expenditures for purposes for which the moneys were provided and, in the case of obligations purchased with the proceeds of bonds or notes, shall be payable or redeemable in any event, at the option of the owner, within two years of the date of purchase. Unless registered or inscribed in the name of the Town, such instruments and investments must be purchased through, delivered to and held in custody of a bank or trust company in the State pursuant to a written custodial agreement as provided by Section 10 of the GML. The Town Board has adopted an investment policy and such policy conforms with applicable laws of the State governing the deposit and investment of public moneys. All deposits and investments of the Town are made in accordance with such policy.