Standard Operating Procedures

Guidelines and Support

EMPLOYMENT CALENDAR

Complete worksheet of anticipated work days• Consult district calendar

• Consult Regional Meeting Schedule

Sign, date, and return to regional secretary When approved by RA or supervisor, NCR

copy will be returned to you for your signature Return to Regional Secretary for distribution

• Yellow copy will be returned to you for your records

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***

PHONE

Setting up your 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 399-6555 or 1-800-798-9771, follow prompts

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. supplies you have purchased out-of-pocket [consumables such as ink cartridges for

personal printer (with prior supervisor approval)] General office supplies available through your regional secretary

b. Agency Directed travel expenses

….Electronic Reimbursement…. Receipts are required for all on-line claims

excluding meals Reimbursement for cell phone at 13 cents

per minute not to exceed $30 per month See pink sheet for detailed instructions of

reimbursement system

MILEAGE REIMBURSEMENT

For itinerant staff – from agency to site (or home to site – whichever is less)

Applies to home-officed staff as well

LEAVE FORMS

Employee Leave Form Professional Leave Request Agency Directed Travel Request

EMPLOYEE LEAVE FORMS

Used for personal leave, emergency leave, illness (personal or family), or bereavement. Report absence to Secretary

Also used for jury duty and leave without pay

Submitted to Regional Secretary for RA approval**

Copy returned to you for your records

PROFESSIONAL LEAVE REQUEST

Completed, submitted, and received by Regional Secretary 15 “Agency Days” prior to event

Upon approval by Regional Administrator/Supervisor, request is submitted for Executive Approval

Administrative approval to employee within 10 days

PROFESSIONAL LEAVEREIMBURSEMENT FORM

After event, submit completed form (signed and dated) to Regional Secretary for approval.

Attach necessary receipts for air fare, parking, lodging, or registration. (Meals and mileage do NOT require receipts.)

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 Regional Secretary 5 days prior to departure

Approval required before departure Expenses submitted on electronic claim

system

Online services available

GWAEA home page School technology Computer Services Employee Inquiry

…Online Services available….

Username:SS#; password:9210(last4SS#)

Employee Inquiry• Address

• Job History

• Contact List

• License

• Leave Information

CALENDAR CHANGE REQUEST

When it is necessary to change your employment calendar to accommodate agency/school needs, complete a calendar change request form

Submit to Regional Secretary Requires Regional Administrator

approval

PURCHASE ORDER REQUISITION

Request form from Regional Secretary Complete needed information Return form to Regional Secretary for RA

approval Upon approval, Regional Secretary will

submit Purchase Order online

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 regional secretary for the correct format. **IMPORTANT: Check for correctly spelled name and DOB

All reports should be signed and dated by the staff person

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.

POLICIES & PROCEDURES

Documentation, accrual and use of comp time

Conflict of interest and Secondary Employment

Blood borne Pathogens and Injury Home Visit Safety Issues

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

NAME BADGES

Helpful to others School policy

Employee Information Resources

Master Contract Agreements for Classified and Contracted Staff• www.aea10.k12.ia.us/intranet/docs/

classifiedmastercont06-07.pdf

• www.aea10.k12.ia.us/intranet/docs/contractedmastercon06-07.pdf

Employee Information Resources…

Business and HR Procedures Manual• www.aea10.k12.ia.us/intranet/

busprocemanual.pdf

Board Policy Manual• www.aea10.k12.ia.us/policy/policysearch.cfm