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
Calendars for were to be completed before end of prior year ( ).

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***
*Schedules can be electronic/hard copies. If assignment is constant, please note on schedule sheet – call in changes.
**Really, really important!
***Voice mail – Grant Wood Way – regional discretion re: amount of detail

5. PHONE Setting up your voice mail Checking 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 or , follow prompts
Greeting: The Grant Wood Way – pink cards
Voice Mail tips:
Call from within the system so can 17 (respond); transfer 13; 3 delete; 2 repeat; 4 forward
Hi, this is……at XXXX
I have a Q
I have 3 items
I am responding to your ? about
FYI – no need for response
Thank you.. This is …. At…….XXXX

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.
Receipts for non-mileage claims: Nice: please note claim number, name on the receipt. Very Nice: tape little bits of paper to a bigger sheet so the little bits don’t get lost
Many staff will order materials/supplies through discipline chairs at specified times during the year.

7. ….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

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.
Claims are to be submitted in a timely manner (Policy 7381-A,…)
Claims can cross fiscal years (June-July) if within the 6 month time period

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
Refer to contracted agreements for number of days available for leaves and to the Business Services and Human Resources Procedures Manual that can be located under Staff Information on the GWAEA Home Page.
For example, Identify who is ill, not how ill – as per contracted agreement
** Since leave balances are now available on-line, important that leave forms are filed in a timely manner – that way when you check your balance it will be accurate.

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
15 Agency days, 15 Agency days, 15 Agency days!
Full-time contracted staff receive up to 3 days of professional leave and an amount of $400 per year.
May carry over from one contract year to the next unused leave days, up to 5, and unused expense allotments, up to $2,000
For classified staff, at least one work day is available for professional growth opportunities (not to exceed 3 days)
Need approval for all requests

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
March 1 timeline is strictly applied to purchase of equipment and materials.
Other expenses (conferences, professional dues, license fees, etc) are evaluated on a case-by-case basis. Again, however, March 1 timeline is a highly regarded indicator for determining an expense is job-related.
As much notice as is reasonably possible improves the likelihood an eligible reimbursement may be granted.

14. PROFESSIONAL LEAVE REIMBURSEMENT 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
PLEASE: specify if travel directed by someone else – on a state committee, and Agency committee, an Agency project….

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
Update address, emergency contacts, check status of license and leave balances

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
Many staff will order materials/supplies through discipline chairs at specified times during the year.

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
Refer to Business Services/Human Resources Procedures Manual for Compensatory Time
Conflict of Interest information BS/HR Procedures Manual
Cards for post-exposure procedures
Home Visits: go with partner, alert colleague/secretary of your schedule, if feel uncomfortable, either don’t go or leave; schedule at a neutral site

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
THANK YOU! Went much more smoothly than last year; documentation flow much better.
Location and service: not necessarily individually or in home, if didn’t receive it before; prepare parents for school site
Agency will try to arrange providers, but be prepared to provide

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
Good idea for employees to first submit application to supervisor. Supervisor initials on form indicate to executive administrators their recommendation that coursework is job related.

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), 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

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
Master Agreement for Classified Staff
Business and HR Procedures Manual
Board Policy Manual