Standard Operating Procedures

Guidelines and Support

EMPLOYMENT CALENDAR Calendars for continuing staff should already be on file New staff complete calendar at orientation Employee completes calendar worksheet in

consideration of:• District calendar(s)• Region Meeting Schedule• Agency needs/services

When worksheet approved by RA or supervisor, NCR copy returned to employee for signature

Employee submits signed calendar to Region Secretary for distribution• Yellow copy is returned to employee for your records

CALENDAR CHANGE REQUESTS When it is necessary to change your employment

calendar to accommodate agency/school needs, complete a calendar change request form

Calendar changes are to occur within the same work year

A non-work day may not be changed to a work day for the purpose of taking leave

Submit request form to Region Secretary Change requires RA/supervisor approval

SCHEDULES

Weekly schedules required unless schedule remains constant*

Notify Secretary of “out of assignment” events in case of emergency**

Voice mail should also reflect changes of schedule***

PHONE

Setting up your voice mail• Security code

• Greeting Checking voice mail

• Inside the agency• Press “phml” button on phone, or

• Dial “6555” using any phone in the agency

• Outside the agency• Dial 399-6555 or 1-800-798-9771, follow prompts

ELECTRONIC REIMBURSEMENT Submit claims for mileage online

• Reimbursement at 34 cents per mile Submit claims for non-mileage expenses online Examples of non-mileage expenses: a. Meals during out-of-area Agency travel

b. Other Agency-directed travel expenses such as lodging c. Supplies you have purchased out-of-pocket when not

adequate time to process a purchase order(For example – materials for a presentation)Maximum reimbursement is $50 per cash purchase.

**First option for general office supplies is to obtain items through your region secretary.

….Electronic Reimbursement…. Receipts are required for all on-line claims

excluding meals Meals are reimbursed at per diem rate

established by Gov’t Services Administration (GSA). GSA Quick Reference located at top of reimbursement claims system screen.

Reimbursement for cell phone at 13 cents per minute not to exceed $30 per month

See pink sheet for detailed instructions of reimbursement system

MILEAGE REIMBURSEMENT

For itinerant staff – from agency to site (or home to site – whichever is less)

Applies to home-officed staff as well

….Electronic Reimbursement….

Employees are advised to submit claims on a monthly basis – by last working day of each month.

Claims submitted more than 6 months after expenses incurred are not eligible for reimbursement.

Payment for approved claims is made the second Wednesday of each month.

LEAVE FORMS

Employee Leave Form Professional Leave Request Professional Leave Reimbursement

Form Agency Directed Travel Request

EMPLOYEE LEAVE FORMS Used for absences that occur on scheduled work day Leave types include personal leave, emergency leave,

illness (personal or family), bereavement, jury duty and leave without pay.

Report absence to Secretary For scheduled absences, leave form to be submitted to

Region Secretary prior to absence for RA/supervisor approval

For unscheduled absences, leave form to be submitted immediately upon return to work (no later than one week following absence)**

Copy returned to you for your records

PROFESSIONAL LEAVE REQUEST To promote and support professional growth Must be job-related and timely application is

considered Request to be completed, submitted, and

received by Region Secretary 15 “Agency Days” prior to event

Upon approval by RA/Supervisor, request is submitted for executive approval

Executive approval to employee within 10 Agency days

….Professional Leave Request….

As general rule, applications to be submitted no later than March 1, or at least 3 months prior to leaving the Agency, whichever is first. Helps to establish job-related nature of expense.

Total amount of request not to exceed the balance available at the time expense incurred

PROFESSIONAL LEAVEREIMBURSEMENT FORM

Employee makes personal payment for activities and expenses

After event, employee submits completed form (signed and dated) to Region Secretary for approval.

Employee is to attach necessary receipts for air fare, parking, lodging, or registration. (Meals and mileage do NOT require receipts.)

AGENCY DIRECTED REQUEST

Travel is directed by RA/Supervisor (specify if travel is directed by someone other than own RA/Supervisor)

Complete and return form to Region Secretary 5 days prior to departure

Approval required before departure Expenses submitted on electronic claim

system

ONLINE SERVICES AVAILABLE

GWAEA home page Software (far right link on maroon bar) Computer Services (2nd link on list) Employee Inquiry (last link in right-hand

column)

…Online Services Available….

Sign on by entering first name, last name and last 4 digits of Social Security Number (SSN)

Employee Inquiry• Address

• Job History

• Contact List

• License

• Leave Balance Information

PURCHASE ORDER REQUISITION

Request form from Region Secretary Complete needed information Return form to Region Secretary for RA/

Supervisor approval Upon approval, Region Secretary will

submit Purchase Order online

WRITTEN REPORT FORMAT

Some of you may need to submit reports from referrals. Reports may be dictated and submitted to assigned secretary for typing.

If you intend to type your own reports, please contact your Region Secretary for the correct format. **IMPORTANT: Check for correctly spelled name and DOB

All reports should be signed and dated by the staff person

TIME SHEETS CONTRACTED: Time sheets are used only when

you are a new employee to the agency and your contract has not yet been signed or for added days

CLASSIFIED: Use online Payroll Time Card System• Go to GWAEA Home Page. Click on School

Management. Click on Computer Services. Click on Payroll time Card System. Choose District (Grant Wood AEA), enter birthdate and password (password is last four digits of your social security number.) Enter time and submit.

• Employees are to certify their weekly timecards by the end of their work day on Friday each week.

POLICIES & PROCEDURES

Documentation, accrual and use of comp time

Conflict of interest and secondary employment

Blood borne Pathogens and Injury Home Visit Safety Issues

EXTENDED SCHOOL YEAR

Provide data at conclusion of service Collect data at end of 9 weeks Need measurable baseline EYSE conferences by February or March Consider next summer, calendar change

1 day = 8 hours Frequency, Duration, Location

NAME BADGES

Helpful to others School policy

SALARY LANE CHANGES Contracted staff may advance their placement

on the salary schedule by completing additional hours beyond their degree

Employees advised to submit application to their Prog/Serv Admin or Assoc Admin before taking coursework to be sure coursework has been approved for salary purposes

Semester hours for lane change to be completed by September 1

Evidence of additional hours to be submitted to HR Office by October 1

….SALARY LANE CHANGES…. Salary lane changes are presented to Board

at October meeting and change is retroactive to beginning of work year

If hours completed and submitted before August Board meeting (3rd Wed of month), it’s possible lane change may be presented prior to October and included in first paycheck

HR Office sends annual notices of employee progress towards lane change

GRANT OPPORTUNITIES Before initiating grant application, important to

communicate and work with supervisor, Business Manager (x6704) and Resource Development Specialist (x6442)

When a grant has been approved for funding, a project manager is identified, an account number is assigned and financial activity is monitored by the project manager.

Budget changes may only be made according to grant guidelines and within the period authorized by the grant (same school year of the activity).

Status reports required by the funding source are typically the responsibility of the project manager and financial reporting is to be coordinated with the Business Manager.

EMPLOYEE INFORMATION RESOURCES

Master Agreement for Contracted Staffwww.aea10.k12.ia.us/intranet/docs/contractedagreem

ent07-08.pdf

Master Agreement for Classified Staffwww.aea10.k12.ia.us/intranet/docs/classifiedagreeme

nt07-08.pdf Business and HR Procedures Manual

www.aea10.k12.ia.us/intranet/busprocemanual.pdf Board Policy Manual

www.aea10.k12.ia.us/policy/policysearch.cfm