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Standard Operating Procedures

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Presentation on theme: "Standard Operating Procedures"— Presentation transcript:

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 ( ).

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

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

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.

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.

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.)

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….

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

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.

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

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