1. Employee Procedures Chamberlain School District 7-1 2013-14

2. WHITE HOUSE

3. Purchase Order Used for any purchase from a vendor outside of Chamberlain Fill out completely--Fax number if available Must be on computer voucher template Need template e-mail- donna.dominiack@k12.sd.us and she will send it to you)

4. Purchase Order Must be approved by Building Principal Send to Business Office No call in orders--No preview orders without a purchase order( PO# for tracking) Any Purchase Order not completed correctly will be returned for correction

5. Progress of Purchase Order One copy will be e-mailed back to Building Principal and one copy to the Teacher When contacting the Business Office with questions concerning a P. O. you must have the purchase order number

6. Reimbursements Use Voucher Template for: –registrations (include form and route to Donna) –mileage reimbursement (School Board Policy) See Travel Allowances Sheet 1/2 rate if own car used with school vehicle available –meals/rooms/lodging –for services provided outside of approved job description (will go through normal payroll) –substitute teaching

7. Reimbursements White in color Vendor Box--Fill out completely –Who-this is who is to receive the payment –What, When, Where and Why-include in Description Box Sign the claimant line only if payment is to you! Give to Principal/Director Submitted to Business Office-should be submitted (typed) on the voucher template. They will be processed and a check will be written Any Voucher not completed correctly will be returned for correction

8. Trust/Agency Voucher Used to request funds from Activity Accounts Fill out completely Submit to Business Office Processed and a check will be written Turn in no later than 4:00 PM Wednesday to receive a check on Thursday. Any Voucher not completed correctly will be returned for correction

9. Local Purchase Order Used on any approved purchase during the current school year– local only Each Secretary has a book Fill out completely including club name –identification on invoice Must be approved by Principal/Director Local vendors have been told to not charge if no P. O.

10. Receiving Materials at School Materials received by the district at our address will be checked for a purchase order Materials will be checked in and sent to the appropriate person Personal items should not be received by the school Any item ordered (including previews & free items) without a purchase order number will be returned!!!

11. Use of Fax Machine Faxes are received and sent by the Business Office--Fax Number 234-4479 Faxes received will be put in the appropriate mail box and routed to the appropriate person If you are waiting for a fax, please check with the Business Office A Fax Machine has been placed in the High School Principal’s Office. You are not allowed to fax out a P. O. from that fax line.

12. Travel Authorization Request Forms As soon as you are aware of the need for a vehicle--Fill out form and submit to principal All regularly scheduled athletic transportation will be handled through Mr. Hargens All other transportation will be handled through the principal You will receive word back from Business Office on availability of vehicle

13. Travel Authorization Request Form In emergency situations, you may call but you should still follow up with the proper form. A check of your request with the Business Office would be advisable a few days before the trip. Vehicle Use Log can be viewed under Public Folders in Outlook (Vehicle Use)

14. Travel Arrangements Always fill out form with proper times and dates-include when you will pick up and return vehicle Contact Business Office if a cancellation occurs Return vehicle promptly--others may need the vehicle immediately

15. Travel Arrangements Return keys and credit cards to office on return. If closed put in key drop in door of White House Please fill with gas (Burke’s Sinclair) and clean out garbage. Report a dirty vehicle to the Business Office Only authorized school personnel should drive vehicles and notify police and administration of any accident situation

16. Travel Arrangements Report any maintenance needs to the Business Office The school vehicles are in constant use and put on many miles--Please take care of them You will find school vehicles in the Parking Lot located west of the Administration Building (White House) on Kellam Avenue.

17. Use of Facilities Any type of facility must be scheduled through Donna in the White House. The master school calendar is located at the White House. Please contact Donna if any changes are needed. Calendars can be located and viewed under Public Folders in Outlook (Master Calendar) If you want an item included contact her before the 20th of the previous month.

18. Handling Money All money collected for school purposes should be processed through the Business Office. A cash reconciliation form must be completed. Activity supervisors should collect all money from students and then turn into the Business Office.

19. Handling Money If your club is handling concessions pick up the money box at the White House the day of the event or make other arrangements. Money can be returned by the administrator on duty. In rare cases, the supervisor can return it the next morning.

20. Request for Leave Obtain a Leave Form (http://www.chamberlain.k12.sd.us/Administration/Employee Forms)http://www.chamberlain.k12.sd.us/Administration/Employee Forms) Fill out completely and return to the Building Principal Building Principal will process and send to the Superintendent Superintendent will process and return copies to the Building Principal and Teacher Please see the 2013-14 Negotiated Agreement for more information (http://www.chamberlain.k12.sd.us/Administration/Negotiated Agreement) (http://www.chamberlain.k12.sd.us/Administration/Negotiated Agreement)

21. Request for Leave Please make request ASAP--All leaves are subject to negotiated policies and availability of substitutes.

22. Professional Growth Plan A Word Document template will be distributed to each staff member-the file allows for the collection of documentation as the plan is implemented. The plan will need to include personal goals and a action plan that will be completed during the 2013-2014 school year The plan will need to be developed and implemented in consultation with your Building Principal This instrument will be utilized to evaluate all the professional development completed by each staff member throughout each school year.

23. Course Permit Form Any credit hours taken to be applied as a educational advancement or used for state certification must have approval from the superintendent. A Course Permit Form can be found at (http://www.chamberlain.k12.sd.us/Administratio n/Employee Forms).http://www.chamberlain.k12.sd.us/Administratio n/Employee Forms)

24. Tuition Reimbursement Obtain the required form at (http://www.chamberlain.k12.sd.us/Administration/Emplo yee Forms)http://www.chamberlain.k12.sd.us/Administration/Emplo yee Forms) Complete Part A –Submit with Course Permit Form for approval Complete Coursework Complete Part B –Submit with voucher, receipt, official transcript and Professional Development Report Form (optional)

25. National Convention Attendance Obtain the required form from your Building Principal Complete Part A –Submit for approval with Professional Leave Form to your Building Principal Attend Convention Complete Part B –Submit voucher with proof of payment for: registration, airfare, lodging and any miscellaneous expenses (tips are excluded and not reimbursed). No receipt is needed for mileage and meals. Submit Professional Development Report Form (optional) National Convention for the 2013-14 school year. Limited availability.

26. Staff Development Form Any staff member attending any professional development activity should obtain (http://www.chamberlain.k12.sd.us/Administration/Emplo yee Forms) and complete the form (http://www.chamberlain.k12.sd.us/Administration/Emplo yee Forms) Each month a drawing will be held for a gift certificate for $50.00 redeemable @ School Specialty or Barnes & Noble. Thank You for your commitment to life-long learning and school improvement!

27. To Receive Educational Advancement Proof of a salary change based on additional hours earned rests with the teacher. Copies of all transcripts must be on file in the Office of the Superintendent. To be eligible for a contract amendment the Request for Educational Advancement Form (http://www.chamberlain.k12.sd.us/Administration/Employee Forms) must be presented to the superintendent prior to September 1 of the school year.http://www.chamberlain.k12.sd.us/Administration/Employee Forms)

28. Fundraising Policy School Board Policy KI/KJ Only with formal authorization Application filed with the Building Principal (http://www.chamberlain.k12.sd.us/Administration/Emplo yee Forms)http://www.chamberlain.k12.sd.us/Administration/Emplo yee Forms) If raising more than $1000-Superintendent must approve. All Non-School Sponsored Groups encouraged to use application process.

29. Employee Forms All forms you may need to can be found online at http://www.chamberlain.k12.sd.us.org/Adm inistration http://www.chamberlain.k12.sd.us.org/Adm inistration