HOOKS ISD Federal, State and Local Policies and Procedures Manual Training for Campus Personnel U.S. Education Department General Administrative Regulations (EDGAR)

Purchases A requisition is an internal document by which a campus or department of the district requests the purchasing department to initiate a purchase order. It is a request generated for the purchase of supplies, services, equipment, etc. A requisition is an unapproved purchase order. No purchasing commitment shall be made without an approved purchase order. No purchase may be made without following district policy which includes the superintendent signature and one other administrator signature on the pre-acquisition form. The other administrator signature can be either a campus level administrator’s or a central office administrator’s.

Purchases The requestor will be required to connect purchases to the Campus Improvement Plan and a Campus Strategy. Purchases with state and/or federal funds must be reviewed and approved by the State and Federal Programs Director before being submitted to the Superintendent. Purchases reaching a certain value may require three quotes (an administrator will inform you of this). (This has been postponed until 7/1/17.)

Purchases District credit cards (MasterCard, fuel cards, etc.) must be returned promptly to the central office after use. Improper use of any district credit card will be subject to consequences which could include a refund from the employee to the district for the amount of funds mishandled and immediate termination.

Contracts/Agreements Only district-level administrators may sign a contract or agreement for services or purchases.

Safeguarding Property Funds, property, and other assets are safeguarded against loss and from unauthorized use or disposition. No district property may be sold or given away without permission from the Superintendent or the Director of Operations. He/she will be responsible for determining the correct disposal of equipment or other goods according to district policy either by donation to a non-profit organization, by auction or other sale, or by referral to the state prison system.

Safeguarding Property After three years, depreciated technology which no longer serves the purpose for which it was purchased (i.e., CTE, Special Education, etc.) may be moved to other areas of the district. Mobile computing devices of any value must be secured in order to prevent theft. Permission must be obtained from the campus principal and/or the technology director before removing any computing device from district premises for school-related activities. For any missing items purchased with federal funds, an investigation must be conducted and the results of the investigation be logged.

Travel Employees who are planning an overnight trip must complete a requisition form prior to travel detailing the dates of the proposed travel, purpose of the travel, how it will benefit the district program, and estimated travel expenses. The requisition must be approved by the employee’s supervisor and by the Superintendent (also by the State and Federal Programs Director, if applicable). All online hotel reservations or conference registrations related to the travel must be completed using the district credit card – no personal credit cards may be used.

Travel Once travel has been approved, a transportation request form for a district vehicle must be completed no later than five days before traveling. Should no district vehicle be available for the date(s) requested, a personal vehicle may be used, and the district will reimburse mileage to the employee at a rate of $0.405 per mile. If a district vehicle is available, but the employee chooses to take his/her own vehicle, then the district will not reimburse mileage.

Travel Travelers are required to select the shortest and most economical route but may justify the selection of another route if it was chosen for safety reasons and specific justification of the selection is given (written justification should be given to the superintendent).

Travel Travel costs must be properly documented to be reimbursable by the District. Employees are paid per diem for meals for overnight trips only. All per diem for meals is paid from local funds. District meal rates for employees are $10 for breakfast, $15 for lunch, and $15 for dinner. Tips and gratuities are not reimbursable.

Travel When a teacher/administrator accompanies students on a day trip such as an athletic event or other competition, he/she may be reimbursed for his/her meal by submitting a requisition for per diem. If prior arrangements have been made to charge the meals for students and required supervisors (rather than dispensing cash to students for meal money), then no travel form needs to be submitted because the supervisor meal documentation already exists. Students must sign a meal receipt form whenever district funds are used to provide a cash meal for them.

Travel Funds for student meals for a day trip should be requested on a requisition form at least two weeks in advance or as soon as the event is scheduled if the request cannot be made two weeks out. The requisition form must include the date of the event, the name of the event, the meal price, and the number of students attending. The meal price per student is $5 breakfast, $7 lunch, and $8 dinner. In extended District play, students may exceed these limits.

Travel When a staff member attends an out-of-district training or meeting (without students) which does not include an overnight stay, no meal reimbursement will be given.

Travel Expenses will only be paid out of district budget funds for adults (accompanying students at any student event) whose job descriptions require them to supervise an event (i.e, a band director, a coach, the superintendent or other administrator required to attend as a supervisor.)

Travel When selecting a hotel, employees should use the federal rate found at http://www.gsa.gov/portal/content/104877 For all locations without specified rates, the hotel room rate should not exceed $85.

District/Campus Event Attendance Any district employee attending a district/campus event outside the district which is not related to his/her job description will be required to use leave day(s). For district/campus events (that an employee is not required to attend) lasting a short period of time during the regular work day, the employee’s supervisor has the discretion of determining if the employee may attend the event.

Field Trips Student field trips are allowed at the campus principal’s discretion.

Professional Activities Outside the District Any employee wishing to perform professional services outside the District and receive payment for such services by another entity must complete, sign and submit the Conflict of Interest form prior to agreeing to perform professional services outside the District.

Compensation Policies Non-exempt employees must complete a time sheet according to assigned hours unless otherwise approved by the supervisor. Non-exempt employees must take at least a 30-minute lunch unless otherwise approved by a supervisor (variation can only be for individual situations; cannot be done on a regular basis).

Compensation Policies Employees are awarded up to 5 local leave days All employees will be reimbursed during the July payroll for unused local leave days at the rate of $30.00 per day (non professional) or $60.00 per day (professional).

Compensation Policies All accumulated comp time earned during a school calendar year must be used in the same school calendar year (July 1 – June 30).