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Office of the New York State Comptroller’s Seal

NYS Comptroller

Thomas P. DiNapoli

Understanding Your Responsibilities

Your Record of Activities (ROA)

If you are an elected or appointed official who is a member of the Retirement System and your term of office or appointment starts on or after August 12, 2009, you are required to keep a three-month Record of Activities (ROA) Adobe pdf unless you participate in your employer’s time-keeping system that shows hours worked. This includes systems that keep track of accruals used and attest that, other than time charged to accruals, full hours were worked.

All elected or appointed officials who begin a new or subsequent term of office after January 1, 2016, are required to complete an ROA. The ROA must show a daily detail, including the beginning and ending time of hours worked and duties performed that are directly related to your elected or appointed position. You can include duties performed outside normal business hours as long as they are work-related. See examples of Work-Related & Non-Work-Related Activities. You must sign your ROA to attest to its accuracy.

You must complete your ROA within 150 days of the start of any new or subsequent term or appointment. Once you’ve prepared your ROA, it’s also your responsibility to submit a signed copy to the clerk of your governing board within 30 days of completion.

If your current term of office started prior to August 12, 2009, your one-month ROA is still valid providing it is still indicative of your work activites. Although we encourage everyone to keep a three-month ROA, the regulation doesn’t require this until the start of the term after your next re-election/appointment.

If, after preparing your initial ROA, you decide it is not representative of the average number of hours you generally work, you may submit a new ROA for an alternative three-month period. Preparing this new ROA will help your employer accurately determine your number of days worked for the Retirement System report and help you receive a timely and accurate benefit when you retire.

You should keep a new ROA periodically — especially if your duties and hours change — to ensure the days worked being reported for you are accurate. If you feel a previously submitted three-month ROA is still representative of your time worked, you may certify in writing to the governing board that your responsibilities and hours have not changed substantially (we have provided a Recertification of the Record of Activities (RS2419) Adobe pdf form for your convenience). You would submit this written certification to the governing board no later than 180 days after beginning a subsequent term. An ROA cannot be valid for more than eight years.

The legislative clerk or secretary must retain ROAs and any subsequent Recertification for at least 30 years and provide full and complete copies to the Office of the State Comptroller upon request.

(Rev. 6/16)