Standard Operating Procedures

1
Standard Operating Procedures

• Guidelines and Support

2
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

3
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

4
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

5
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

6
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.

7
.Electronic Reimbursement.

• Receipts are required for all on-line claims
  excluding meals
• Meals are reimbursed at per diem rate established
  by Govt 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

8
MILEAGE REIMBURSEMENT

• For itinerant staff from agency to site (or
  home to site whichever is less)
• Applies to home-officed staff as well

9
.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.

10
LEAVE FORMS

• Employee Leave Form
• Professional Leave Request
• Professional Leave Reimbursement Form
• Agency Directed Travel Request

11
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

12
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

13
.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

14
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.)

15
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

16
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)

17
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

18
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

19
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

20
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.

21
POLICIES PROCEDURES

• Documentation, accrual and use of comp time
• Conflict of interest and secondary employment
• Blood borne Pathogens and Injury
• Home Visit Safety Issues

22
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

23
NAME BADGES

• Helpful to others
• School policy

24
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

25
.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), its 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

26
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.

27
EMPLOYEE INFORMATION RESOURCES

• Master Agreement for Contracted Staff
• www.aea10.k12.ia.us/intranet/docs/contractedagreem
  ent07-08.pdf
• Master Agreement for Classified Staff
• www.aea10.k12.ia.us/intranet/docs/classifiedagreem
  ent07-08.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