Presentation on theme: "Standard Operating Procedures"— Presentation transcript:
1 Standard Operating Procedures Guidelines and Support
2 EMPLOYMENT CALENDARCalendars for continuing staff should already be on fileNew staff complete calendar at orientationEmployee completes calendar worksheet in consideration of:District calendar(s)Region Meeting ScheduleAgency needs/servicesWhen worksheet approved by RA or supervisor, NCR copy returned to employee for signatureEmployee submits signed calendar to Region Secretary for distributionYellow copy is returned to employee for your recordsCalendars 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 formCalendar changes are to occur within the same work yearA non-work day may not be changed to a work day for the purpose of taking leaveSubmit request form to Region SecretaryChange 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 GreetingChecking voice mailInside the agencyPress “phml” button on phone, orDial “6555” using any phone in the agencyOutside the agencyDial or , follow promptsGreeting: The Grant Wood Way – pink cardsVoice Mail tips:Call from within the system so can 17 (respond); transfer 13; 3 delete; 2 repeat; 4 forwardHi, this is……at XXXXI have a QI have 3 itemsI am responding to your ? aboutFYI – no need for responseThank you.. This is …. At…….XXXX
6 ELECTRONIC REIMBURSEMENT Submit claims for mileage onlineReimbursement at 34 cents per mileSubmit claims for non-mileage expenses onlineExamples of non-mileage expenses:a. Meals during out-of-area Agency travelb. Other Agency-directed travel expenses such as lodgingc. Supplies you have purchased out-of-pocket when notadequate 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 lostMany 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 mealsMeals 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 monthSee 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 FormAgency Directed Travel Request
11 EMPLOYEE LEAVE FORMSUsed for absences that occur on scheduled work dayLeave types include personal leave, emergency leave, illness (personal or family), bereavement, jury duty and leave without pay.Report absence to SecretaryFor scheduled absences, leave form to be submitted to Region Secretary prior to absence for RA/supervisor approvalFor 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 recordsRefer 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 growthMust be job-related and timely application is consideredRequest to be completed, submitted, and received by Region Secretary 15 “Agency Days” prior to eventUpon approval by RA/Supervisor, request is submitted for executive approvalExecutive approval to employee within 10 Agency days15 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 $2,000For 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 incurredMarch 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 expensesAfter 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 departureApproval required before departureExpenses submitted on electronic claim systemPLEASE: specify if travel directed by someone else – on a state committee, and Agency committee, an Agency project….
16 ONLINE SERVICES AVAILABLE GWAEA home pageSoftware (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 InquiryAddressJob HistoryContact ListLicenseLeave Balance InformationUpdate address, emergency contacts, check status of license and leave balances
18 PURCHASE ORDER REQUISITION Request form from Region SecretaryComplete needed informationReturn form to Region Secretary for RA/ Supervisor approvalUpon approval, Region Secretary will submit Purchase Order onlineMany staff will order materials/supplies through discipline chairs at specified times during the year.
19 WRITTEN REPORT FORMATSome 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 DOBAll reports should be signed and dated by the staff person
20 TIME SHEETSCONTRACTED: 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 daysCLASSIFIED: Use online Payroll Time Card SystemGo 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 employmentBlood borne Pathogens and InjuryHome Visit Safety IssuesRefer to Business Services/Human Resources Procedures Manual for Compensatory TimeConflict of Interest information BS/HR Procedures ManualCards for post-exposure proceduresHome 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 weeksNeed measurable baselineEYSE conferences by February or MarchConsider next summer, calendar change 1 day = 8 hoursFrequency, Duration, LocationTHANK 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 siteAgency will try to arrange providers, but be prepared to provide
24 SALARY LANE CHANGESContracted staff may advance their placement on the salary schedule by completing additional hours beyond their degreeEmployees advised to submit application to their Prog/Serv Admin or Assoc Admin before taking coursework to be sure coursework has been approved for salary purposesSemester hours for lane change to be completed by September 1Evidence of additional hours to be submitted to HR Office by October 1Good 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 yearIf 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 paycheckHR Office sends annual notices of employee progress towards lane change
26 GRANT OPPORTUNITIESBefore 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 StaffMaster Agreement for Classified StaffBusiness and HR Procedures ManualBoard Policy Manual