KOI Financial Policies and Procedures: Difference between revisions

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 == Payroll ==
 === Payroll Policies ===
+KOI will prepare Payroll when funds are available for sustainable employment to assist our community. The Finance Committee will own the responsibility of budgeting for the organization to be able sustainable to pay employees.
+The Organization's ultimate goal is to value the labor of the individuals and to pay payroll. There will be no value judgment in regards to valuing that labor via the Volunteer Mutual Aid Fund, Non Employee Contracting, and/or a paycheck. The decision to provide a wage to individuals will solely be based on logistics, finances, and legality.
+KOI's Payroll will only be based upon a hourly wage, and not on a based salary.
+==== TImesheets ====
+A substantiation of labor will be provided to the person responsible for implementing payroll. Most likely, this will be a timesheet.
+The document will list:
+* The Pay Period
+* The Employee
+* The timesheet approver
+* The funds used to pay for the wages
+* The days worked
+* The aggregate hours worked.
+* Any Paid time Off
+The employee will be responsible for all components of the timesheet. The employee and the approving individual are responsible for a timely submission of the timesheet.
+Pay may not be withheld for an un-submitted timesheet. However, timesheets are required for legal compliance. Accountability will be implemented in case of timesheet tardiness. Natural consequences will be implemented, including separation of the employee and the organization.
+==== Part- Time vs. Full Time ====
+An employee can be considered Part-time or Full-time. An employee is considered full time if they work over 30 hours per week for KOI, and work every week for KOI. Part-time employees can work on their own time, but they will not receive certain benefits. The benefits Part-time employees will not be eligible for will be explicitly stated.
+==== Paid Time Off ====
+Paid Time off must be provided in the following methods
+====== Sick/ Medical Time ======
+Sick/Medical Time is a yearly allocation of Medical time that is immediately accessible by the employee upon hire. Sick time is not accrued. Sick time will not roll over to next year. Employees are encouraged to look at PFMLA options in situations where medical situations are acutely catastrophic to the continued work of the employee. Sick time must comply with the local laws of the City of Seattle. Sick time does not need to be communicated ahead of time before being utilized. Proper intentional communication is required between all parities to ensure sick time is correctly recorded to ensure all parties remain compliant with local laws.
+====== Vacation Time ======
+Vacation Time is accrued based upon a fixed rate decided beforehand based upon the hours, or days, worked. A probationary period will prevent usage of Vacation time, but not accrual, when an employee is onboarded. A cap on the amount of accrued vacation time will be pre-decided and communicated to the employee. Vacation time will also have a roll-over limit between years. Vacation time must be requested a set time period beforehand to ensure proper delegation of tasks.
+====== Holiday Time ======
+KOI will decide upon Holidays that all employees can partake in throughout the year. There will be a set amount of days provided to the employee to take time off to celebrate holidays that appeal to the employee's cultural values and heritage.
+====== Bereavement ======
+In the event of a death in the immediate family, family two connections away, and/or death of a chosen family member, the employee can request bereavement. Bereavement can be used for the immediate day of learning of said passing, possible administrative burdens in regards to the death, and/or funerals. Bereavement is unlimited for employees.
+===== Other Time Off =====
+====== FMLA ======
+Family and Medical Leave is unpaid time the employee can take off to take care of themselves, or of a family member. The FMLA must be requested a set period of time before being utilized. There must be a set return date, and a set check in date.
+====== PFMLA ======
+Paid Family and Medical Leave is provided by Washington State. Employees cannot be required to, but are highly encouraged to create a PFMLA web profile with the Employee Security Department (ESD) of Washington State. PFMLA can be used for taking care of a loved one, or self, when going through an acutely catastrophic medical issue that prevents the employee from working for KOI. The employee must communicate the need to be on PFMLA, along with supporting documentation, as required by ESD. The employer will also abide by the responsibilities listed by ESD.
+The Employee will provide a proposed date of return, or a check in date, to KOI.
+====== Unpaid Time Off ======
+If an employee needs to take time off work without pay, they can reasonably request in a way that is similar in requested vacation time. KOI will communicate a max amount of time a full-time employee can take off before considering their job abandoned.
+==== Overtime ====
+Overtime is classified as either over 40 hours per work week, and over the total hours for the pay period. If an employee works overtime, they will be paid 1.5 their hourly rate. Exempt salaried employees are exempt from Overtime.
+Overtime must have written, and referable, documentation from the approver of the timesheet '''BEFORE''' overtime is worked. Overtime worked with authorization sought after the overtime is worked is considered unauthorized.
+Unauthorized overtime brings natural consequences, including legal/compliance issues for KOI. If there are repeated instances of unauthorized overtime, all parties will reach a restoration of expectations.
+===== Moonlighting =====
+Employees may work other non-employee gigs, or hold other jobs with other organizations. Employees may NOT submit timesheets requesting payment for work done, or for paid time off, that they are requesting payment from another organization. An example could be an employee requests vacation for May 26th 2026, but also work those same 8 hours for another organization. This is considered a form of fraud, and natural consequences can follow including a possible separation between KOI and the employee.
+==== Payroll Processing ====
+Timesheets are aggregated and multiplied by the hourly rate assigned for said employee for the pay period. The disbursement from the organization to the employees will be done on the pay check day. The pay check day should be after the pay period to provide sufficient time to correct timesheets, plan fund disbursements, and budget accordingly.
+Once the disbursements are completed, the total Payroll Wage expenses should be logged in the Accounting System.
+Payroll Tax Liabilities must be calculated and logged in the Accounting System. Deposits, payroll tax returns, and disbursements must be done on a timely manner to ensure KOI is compliant with payroll laws of all levels of government.
+Payroll non-tax liabilities must also be calculated which can include:
+* Retirement Account Contributions
+* Garnishments
+* Charitable Contributions
+* Health Insurance Contributions
+* Union Dues (If Applicable)
+=== Separation or resignation ===
+If an employee will cease employment with KOI, the Employee deserves severance to maintain a life of stability in a hostile capitalist society. However, KOI would be very fortunate to provide severance to every employee. KOI will provide such severance only if the cash budgeting can afford it, and if such severance can stabilize the employee's financial life post-separation.
+If vacation time is promised to be paid off to an employee who separated with KOI, then the vacation time should be paid out. There should also be a balance sheet account to hold the balance of unpaid vacation time.
 === Payroll Procedures ===
 == Compliance, Audits, and Government Filings ==

KOI Financial Policies and Procedures: Difference between revisions

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