Business Services & Human Resources
Procedures Manual
A copy of this manual is also available by accessing Grant Wood AEA’s website home page,
select Staff, then select Business Services/Human Resources.
This manual contains only general information and is provided as a guide. It is not intended to be
a contract or any part of a contractual agreement between Grant Wood Area Education Agency
and the employee. Grant Wood AEA reserves the right to modify, delete, or add to any processes,
procedures, or statements made in this manual. Edits will be made annually and periodically, if
needed. Some of the subjects described here are covered in detail in other official Agency
documents or may be referenced in this manual. Please refer to other documents for more specific
information.
Grant Wood Area Education Agency extends equal opportunities in its employment practices, educational programs and services,
and does not discriminate on the basis of color, gender, race, national origin, religion, creed, age, sexual orientation, gender
identity, marital status, disability, veteran status or as otherwise prohibited by law. If you believe you or your child has been
discriminated against or treated unjustly, please contact the Agency’s Equity Coordinator at 319 -399-6847 or 1-800-332- 8488,
Grant Wood AEA, 4401 Sixth St SW, Cedar Rapids, IA 52404.
BUSINESS SERVICES & HUMAN RESOURCES STAFF
Title Name & E-mail Phone Ext.
Accounts Payable Technician .............................................. Michelle Bendickson 6707
Accounts Receivable Technician ………………................
Mary Wise
6705
mwise@gwaea.org
Administrative Specialist – Payroll / Benefits ………........
Cathy Kearns
6706
Administrative Specialist – Human Resources....................
Molli Cunningham
6703
Director of Business Services .............................................. Barb Harms 6704
Director of Human Resources .............................................. Jackie Schreder 6731
Financial Accounting Assistant ...........................................
Amy Cameron
6708
Human Resources Administrative Assistant........................
Kathy Resewehr
6748
MIIP Administrative Assistant ............................................
Helen Joens
6763
BUSINESS SERVICES & HUMAN RESOURCES PROCEDURES MANUAL
A - B
C – D
E-H
I - K
L - O
Accident / Damaged Vehicle
Account Number Use and Corrections
Added Days
Address Change of Employee
Agency-Directed Travel
Assignment Change Requests – Contracted Staff
Bloodborne Exposure & Follow-up
Business Applications
Calendars
Cash Payments Received
Cash Purchases
Charge Card Checkout
Checks, Reissuing
Compensatory Time
Discrete Trial Services
Emergency
Emergency Contact Information
Employee Assistance Program (EAP)
Employee Self Service (ESS) System
Exiting Employees - Resignations
Summer Resignations
Retirements
HR Procedures
Funding - Grants, Contracts & Agreements (referred to as “projects”)
Interoffice Charges
Inventory - Equipment
Invoices / Billing
Jury Duty
Leave Balances
Leave Forms
Leave – Extended Medical
Leave – Extended Without Pay
Leaves – Agency Closings
Leaves – Canceling or Changing Approved Leaves
License Information
Lodging
Lunch Periods & Break Times (Hourly Staff)
Medicaid Claims
New Staff Orientation
P - Q
Payroll
Time Card Reporting
Overtime
Tax Sheltered Annuities (TSA’s – 403b’s)
Professional Leave
Purchase Orders
R
S – Z
Reimbursement Claims System
Resource Agreements / Purchased Service Agreements
Salary Lane Changes
Contracted
Leave Guidelines
Supplies
Temporary / Substitute Employees
Training, Mandated
Vending Machines
Worker Compensation
Accident / Damaged Vehicle
S I T U A T I O N
A C T I O N
When reporting accident,
weather, or vandalism damage
Notify the Director of Business Services of circumstances surrounding the accident.
Complete an accident report form and return it to the Director of Business
Services within 24 hours. Report forms
are available from the Agency website
or the Director of Business Services (ext. 6704).
Auto insurance identification cards are kept in each Agency vehicle.
Vandalism will require police reporting through the Director of Business Services
(ext. 6704).
Account Number Use and Corrections
S I T U A T I O N
A C T I O N
Account number updates
Support staff (i.e., administrative assistants, media work areas) have a list
indicating the account number(s) to use for typical activities and projects. These
account numbers will be used for internal and external charges. If new
projects/grants are identified, please contact the Director of Business Services,
(ext. 6704), for identification of an account number.
When business services makes
account number corrections
Administrative assistants will be notified via e-mail of account number changes
made in business services that affect them. The need for notification will be
determined based on the circumstances cited in the following situation boxes.
When business services needs
to charge an expense to a
totally different account than
the originator intended
Business services will contact the originator to notify/discuss the account change.
When business services
changes the object code digits
of an account number on
paperwork
The three-digit coding will be changed and business services will note the change
on the copy of the purchase order that is returned to the originator.
When purchase orders for
equipment purchases indicate
a “700’s” object code, but the
actual invoice does not exceed
$1,000.00.
The three-digit coding will be changed and business services will note the change
on the copy of the purchase order that is returned to the originator. The 700 -series
object codes are reserved for GWAEA inventory items only. (See Inventory-
Equipment section of this manual.)
If the PO has already been returned, an email will be sent.
When claims made on the
online reimbursement claims
system reflect inaccurate
object code digits within the
account number
The three-digit coding will be changed. Business services will not notify the
originator.
When resource agreements
will be paid through payroll
(100’s object code series),
rather than from the 300’s
object code series (or vice
versa)
The three-digit coding will be changed. Business services will not notify the
originator.
Account Number Use and Corrections
S I T U A T I O N
A C T I O N
When an employee discovers
that an incorrect account
number was used on a
purchase order, internal
charge, or revenue deposit
Contact accounts payable technician (ext. 6707) to determine if the purchase
order has been paid or the revenue deposited. If it has not already been paid or
deposited, the account number can be changed per the telephone contact.
If it has already been paid, then forward to business services either --
•
a memo or e-mail requesting a journal entry correction
or
•
a screen printout from the internet financial system documenting payment
from the incorrect account. Then indicate the account where you really
wanted the expense to be charged (or the revenue account where you wanted
funds to be deposited).
In either case, the information should include:
-
a brief description of the situation
-
the purchase order number (if applicable)
-
the vendor name
-
the dollar amount
-
the account number originally used
-
and the account number that you wish to be used instead
Expense and revenue account number changes can be made only within the fiscal
year of that activity. For example, if an expense or revenue is charged to an
incorrect account, the correction must be made within that same fiscal year.
Added Days
S I T U A T I O N
A C T I O N
When time is to be
compensated in addition to
days outlined in an employee’s
contractual agreement with
Grant Wood AEA
Added days is a term referring to time worked by contracted employees, in
addition to their contractual agreement, that is to be compensated. Because added
days are considered temporary/substitute, seniority and experience credit on the
salary schedule are not applicable. A request for added days is initiated by the
regional administrator/supervisor and is then forwarded to the appropriate Director
of Teaching & Learning. Final approval by Associate Chief Administrator to
follow. Application forms and specific instructions are available from regional
administrator’s administrative assistants, on the GWAEA website, or the
executive assistant, (ext. 6801). Because additional days must be approved by the
Board before the hours are worked, preplanning is necessary.
Following are general instructions for requesting and processing added days.
The employee and supervisor identify the need for added days and submit
request. Examples of rationale for added days might be
-
significant additional time needed for unexpected projects that cannot be
completed during regular work hours or calendar adjustments;
-
requirements to provide extended year services to students;
-
requests from local schools or other associated agencies to purchase an
employee’s time, therefore resulting in a need for the employee to work
additional hours beyond their contractual agreement.
After the added days have been approved by the Board, each person approved to
work added days will be sent an Additional Days Calendar to complete and submit
to their manager.
Persons working added days must complete Added Days time cards. They must
have the appropriate funding source (budget number) and name of
program/project on them, be signed by the appropriate regional administrator, and
then forwarded to the Associate Chief Administrator’s office.
The executive assistant will verify approval, log the time worked, initial the time
card and forward to payroll for payment.
The payroll/benefits specialist will pay the employee the added days on the next
payroll processing cycle.
Agency-Directed Travel
S I T U A T I O N
A C T I O N
General description
Agency-directed travel includes those activities outside AEA 10 that an Agency
manager directs an employee to attend. The activities align with an Agency-
supported initiative/priority and the employee attends in the specific role of an
Agency representative. Common examples include state meetings/conferences.
(Professional Leave, on the other hand, relates to those activities in or outside of
AEA 10 that an employee requests to attend and submits application for attending.
Professional Leave activities promote professional growth and support individuals
in their roles as Agency employees. Common examples include conference
events, GWAEA Professional Development events, job-related purchases
identified in the Master Contract. Please see the Professional Leave section.)
Required forms to attend
Employee is to submit an Agency-Directed Travel Request available online
through the Employee Self Service (ESS) System. The request is to be submitted
5 Agency days in advance, when possible.
When estimating meal expenses, the GSA per diem rates are to be used (a link to
these rates is available on the Reimbursement Claims system). These amounts are
to be provided on the form even when a grant/contract may reimburse the Agency
for the expense.
Guidelines for Travel:
When more than one employee will be traveling Agency-directed, employees are
to coordinate the travel and carpool whenever possible. Mileage will be
reimbursed for the employee who drives his/her personal vehicle.
For out-of-state travel, airfare will be reimbursed at a reasonable and customary
rate. Employees are expected to make a concerted effort to obtain the lowest
available fare at the time of travel authorization. If a personal vehicle is used in
lieu of air travel, the lower expense rate, based on the lowest available fare at the
time of travel authorization, will be eligible for reimbursement (Admin Regulation
7381A).
When making reservations for lodging, employees are to request the “state rate.”
Most hotels will ask to see a government ID upon arrival to confirm eligibility for
the state rate and the GWAEA ID badge has generally been accepted for this
purpose. If this is not accepted, the hotel may contact the Agency Business Office
at 1-800-332-8488, (ext. 6707) or (ext. 6704), for authorization.
Overnight stays may be approved for Agency travel when meetings extend
beyond one work day or for evening travel when a one-day meeting begins before
8:30 a.m. (time on the agenda for registration or refreshments is not considered
the start of the meeting).
Des Moines or Ames Area
Travel
For travel to the Des Moines area, the Agency has ten preferred hotels for
overnight stays offering rates of $75-$84 per night. For travel to the Ames area,
the Agency has an agreement with
two hotels. Staff will be allowed flexibility to
make reservations at other locations, as long as the rate does not exceed $84/night
(except under extenuating circumstances that would require prior approval from
an executive administrator). Lodging at an unauthorized hotel is not eligible for
reimbursement.
Required forms to be
reimbursed
Employee is to submit eligible expense claims through the online Agency
Reimbursement Claims System. Please see Reimbursement Claims section in this
manual.
Agency-Directed Travel
S I T U A T I O N
A C T I O N
When employees wish to
pursue speaking opportunities
at professional conferences or
events
The employee is to discuss this opportunity with their supervisor and complete a
form titled Agency Approval for Speaking Engagements. The purpose of this
form is to proactively work with the employee to determine whether the speaking
engagement can be supported by the Agency as Agency-directed travel. If the
speaking engagement does not meet the criteria to be Agency-directed, other
options of support for this opportunity may be considered (such as professional
leave, calendar change, etc.)
Assignment Change Requests – Contracted Staff
S I T U A T I O N
A C T I O N
When contracted staff wish to
be considered for a change in
assignment, to work in another
region
Employees are encouraged to check the Staff Openings page located on the
Agency website which is updated daily, to obtain up-to-date information
regarding assignment opportunities and also to ensure assignment change
requests meet the required timelines.
When an assignment opening is posted to staff openings, interested employees in
that job category are to provide a written request to the identified contact no later
than the date identified, which is within five (5) days of the assignment posting.
Complete procedures for Assignment Changes may be found on the Agency
website.
Bloodborne Exposure & Follow-up
S I T U A T I O N
A C T I O N
When a bloodborne exposure
occurs
When employees have direct contact with children, universal precautions must be
followed at all times (this applies to blood & other body fluids containing visible
blood). Universal precautions include hand washing before & after physical
contact & use of protective barriers, such as gloves. For more information
regarding universal precautions, please contact the HR office at ext. 6703.
In the event of a bloodborne exposure incident, immediately proceed as follows:
1.
Contact the Human Resources Office at 319-399-6703 to report the
incident. An Exposure Incident Report Form is to be returned
within 24 hours of the incident.
2.
Then contact one of the following designated occupational medical
centers for a confidential medical evaluation and follow-up.
•
Unity Point Work Well Clinic, 319-369-8153, Cedar Rapids
•
Mercy Occupational Medicine, 319-339-3921, Coralville
•
Mercy Care Occupational Health, 319-558-0342, Cedar Rapids
3.
If further medical follow-up is needed after this initial evaluation, refer to the
Worker Compensation procedures.
Calendars
S I T U A T I O N
A C T I O N
Employee reporting of
scheduled work days
Staff employment calendars are available online by signing onto the Employee
Self Service (ESS) system. The link may be found on the Agency website, or go
to Sign in and choose calendar which is a link located under forms. Complete the
calendar and submit.
Calendars will be reviewed by the administrative assistant and then forwarded to
the supervisor for approval. Copies can be printed after the form has been
approved. All staff working less than year round (260 days) are required to
complete a calendar.
Calendars for the upcoming school year are to be completed by staff and approved
by supervisors before the end of the current school year.
New staff will work with supervisor/administrative assistant to determine
scheduled work days and enter online calendar.
When a change is requested or
required on the employment
calendar
Employees may submit change requests online by choosing the Calendar link
under the Forms section of the ESS. Make the necessary changes on the calendar;
note the reason for the change and save changes. A message in blue will appear
on the top right of the screen stating “record updated, change form generated.”
The change form will show as a PDF document in the Change Form History area.
The online system will send an email to the employee once the calendar change
request has been approved by the supervisor.
Calendar changes may only occur within the same contract year, and the number
of days changed is to be the same for work days and non-work days.
When employees need to know
Agency calendar information
The Agency calendar is developed and posted online for staff to view and
can be viewed on the Agency website.
Circled dates on the calendar identify pay dates and boxed dates identify the
days on which the Agency is closed. Employees are not required to work on
the weekdays the Agency is closed.
Cash Payments Received
S I T U A T I O N
A C T I O N
When collecting
registration fees for
an event or program
All fees are to be sent directly from the registrant to the GWAEA business
services office. Therefore, when designing flyers, consider the following
information. The return registration forms should be addressed directly to
“accounts receivable (administrative assistant name)” and should include:
the cost of the event
the appropriate account number at the bottom
the name of the person responsible for the program
Other flyer considerations:
equity statement
cancellations and refunds
copy of the flyer for the switchboard
contact person’s name and phone number
The accounts receivable technician (ext. 6705) also needs to receive a copy of the
flyer and registration form at the time of the mailing to assure correct account
deposit.
When revenue is received, the accounts receivable technician will notify the
appropriate administrative assistant via e-mail of the revenue received. The e-
mail will include the check number, the amount received, the registrant’s name,
the account number where the money will be deposited, and any other
information that may be pertinent to the situation.
The actual revenue and logged information is forwarded to the accounts
receivable technician for deposit.
When an employee
accepts payment
(i.e., on-site
registrations,
receipts of payments
in the mail)
On-site registrations: When registrants pay at the door, please take the
registration money to accounts receivable technician in a timely manner for
processing (by end of work day, if possible, or within 24 hours of receipt).
Receipts of payments in the mail: Sometimes envelopes are incomplete or
incorrectly addressed for mail containing cash payments. Recipients of this
payment should forward the payment in a timely manner to accounts
receivable technician for processing.
When collecting
other cash for the
Agency
All incoming revenue should be sent directly from the outside source to business
services.
When accepting
Master Card / Visa
payments
Master Card/Visa payments are accepted for online GWAEA Professional
Development activities and for online registrations for student programs (i.e.
College for Kids, Open Minds Open Doors).
Cash Purchases
S I T U A T I O N
A C T I O N
When vendors do not
accept purchase
order numbers
Several options: Either choose a different vendor, use the charge card checkout
process described in this manual, or see instructions following on this page in
situation “when employees make cash purchases” (must be less than $50.00).
All cash purchases require supervisor approval prior to the purchase.
When employees
make cash purchases
Cash purchases are to be used sparingly and for extenuating circumstances only.
This purchasing method is not intended as a common practice.
If there is not adequate time to process a computerized purchase order or place an
order through the online supply vendors and the expenditure is under $50,
employees, with prior supervisor approval, may be reimbursed for purchases up
to $50 (excluding food for employees). The employee is to submit request for
reimbursement on the online claims reimbursement system and submit a receipt.
Maximum allowable reimbursement using this method is $50 per cash purchase.
(See policy regulation 7381C.) Any cash purchases made in a single day
constitute one cash purchase and the limit of total purchases in that single day is
$50.
Cash purchase method should only be used for purchasing consumable supplies
needed on an immediate basis.
Support staff and managers have been provided with additional information
regarding cash purchase guidelines.
(For further information regarding reimbursements, please see Reimbursement
Claims System in this manual.)
Charge Card Checkout
S I T U A T I O N
A C T I O N
When making
purchases with
vendor charge cards
(Best Buy, HyVee,
Wal-Mart)
These cards shall generally not be used for expenditures that can be made through
the normal purchasing process.
•
The administrative assistant processes a computerized purchase order to the
vendor with a notation that the white copy needs to be returned to the
administrative assistant.
•
When the white hard copy is returned to the administrative assistant, the
employee may bring the processed white copy to business services for
charge card checkout. The charge card will be given to them with
accompanying brief instructions.
•
After the purchase has been made, the employee returns the charge card to
business services with a detailed receipt or online confirmation indicating the
date, purpose and nature of each expense.
•
The receipt will be compared to the purchase order.
•
Business services will need to know immediately if the purchase was partial
and the employee will be returning to the store (the purchase order will be
held open) or if the purchases are final (the purchase order will be closed and
paid).
When vendors do not
accept purchase
order numbers and
the Agency does not
have a vendor
•
Follow instructions for vendor charge card checkout above.
•
The vendor on the computerized purchase order should be Visa - Hills Bank
& Trust Co.
•
The description area of the PO should be noted with the name and address of
the vendor as well as the items purchased and their purpose.
•
Please note on the PO if vendor is located outside the US.
charge card – Visa
checkout
When hotels do not
accept purchase
order numbers
Please see Lodging in this manual.
Checks, Reissuing
S I T U A T I O N
A C T I O N
When a payroll check is lost or
will not be accepted due to
damage or destruction
Return the remnants of the check to the administrative specialist-payroll/benefits
for re-processing. The check will be voided and reissued within a two- week
period.
If a payroll check is lost, notify the administrative specialist-payroll/benefits (ext.
6706). The bank will be contacted to determine if the check has cleared or is
outstanding. If cleared, a copy of both sides of the check will be provided to the
payee. If the check is outstanding, a stop payment will be placed on the missing
check, and a replacement check will be issued in two weeks. If the lost check is
found after being replaced, return it to the administrative specialist-
payroll/benefits immediately.
When an accounts payable
check is lost or will not be
accepted due to damage or
destruction
Return the remnants of the check to the accounts payable technician for re-
processing. The check will be voided and reissued within a two-week period.
If an accounts payable check is lost, notify the accounts payable technician (ext.
6707). The bank will be contacted to determine if the check has cleared or is
outstanding. If cleared, a copy of both sides of the check will be provided to the
payee. If the check is outstanding, a stop payment will be placed on the missing
check, and a replacement check will be issued in two weeks. If the lost check is
found after being replaced, return it to the accounts payable technician
immediately.
Compensatory Time
S I T U A T I O N
A C T I O N
When employees may earn and
use comp time
Contracted Staff
:
Employees are contracted for a professional service that often
does not lend itself to a specifically-defined day. To meet work obligations and
job responsibilities, professional staff may frequently work beyond 40 hours in a
week. To recognize extended hours involved with professional services, comp
time is provided in the Master Contract and is available for direct service client
interactions that occur outside the regular business hours of 8:00 a.m.-4:30 p.m.
Comp time is accrued on a straight-time basis and is to be earned and used in
increments of 30 (thirty) minutes.
Common examples for earning comp time include IEP meetings,
parent/community meetings, CISM support, presentations/workshops beyond the
workday, client visits that occur over the week-end, etc. Time not spent directly
with clients, such as office activities, paperwork, reports, professional reading, etc.
is not eligible for earning comp time. In order to earn and use comp time, the
employee is to notify the supervisor of the intent to work off-hours or the need to
have worked off-hours by recording the off-hour activity on the submitted weekly
schedule or by informing the supervisor prior to the off-hour activity. Each
employee is to provide weekly schedule information to the supervisor, and
employee work schedules are subject to supervisor approval. If an employee is
unable to notify the supervisor ahead of time of the need to provide services off-
hours, the supervisor may consider the employee request when received and
approval will depend on the circumstances. Its important employees give notice
as soon as possible. Email notice is encouraged for documenting the comp time
request and the supervisor approval.
If an employee uses comp time, it is generally to be taken during the current
contract year in which it was earned. Upon approval, the time may be taken at any
time during the contract year, provided no more than 16 hours are taken
consecutively. While not required, best practice would encourage employees to
balance the professional time provided to their clients when using comp time (if
comp time was earned with Client A then employee is to first consider using the
comp time for Client A to the extent possible). Comp time provisions for
contracted staff are outlined in Article 5 of the Master Agreement for Contracted
Staff (p 6). Additional comp time guidance and scenario references jointly
developed by an Agency-Association work group are available at Comp Time
Guidance and Scenarios.
Hourly Staff: Assigned or approved hours actually worked (not including leave
or holidays) in excess of 40 hours per week is considered overtime, which is
computed at a rate of 1½ hours for each hour worked in excess of 40 hours.
Employees may be granted comp time in lieu of overtime pay. Any situation that
necessitates an employee working beyond a 40- hour work week requires prior
approval by the supervisor. The scheduling of any comp time to be taken is to be
determined by mutual consent of the employee and supervisor, and the time is
generally to be used during the work year in which it was earned.
Agency needs are a primary consideration for comp time. The 15-minute break
time that is provided within every 4 hours of scheduled work is paid time
regardless of whether employees choose to take their break or not, and unused
Compensatory Time
S I T U A T I O N
A C T I O N
breaks are not to be used for the accrual of comp time or for adjusting the daily
work schedule. Early arrivals to work, late departures from work and lunch
periods may only be used for accruing comp time when based upon Agency need
as determined by the supervisor. In the absence of prior approval, employees are
not assigned any work during hours that fall outside the regular work schedule.
For those infrequent occasions when employees wish to adjust their daily work
schedule for personal reasons, rather than work-related reasons, such adjustments
may be considered within a 40-hour work week and, therefore, do not involve
comp time. Again, these cases require prior supervisor approval to ensure
adequate service coverage and completion of required tasks. As a general rule of
thumb, any deviation from an employee’s regular work schedule requires prior
supervisor approval. Comp time provisions for hourly staff are referenced in
Article 6 of the Master Agreement for Classified Staff (p 6) and in Section
4700A.25 of the Terms & Conditions of Employment for Management Support
Staff (p 4).
Discrete Trial Services
S I T U A T I O N
A C T I O N
When GWAEA has entered
into an agreement with an
LEA to provide discrete trial
services to children
age 3
and above
Business services invoices the school district for all expenses charged to their
respective discrete trial account. The invoice does not provide additional support
information (i.e., the number of hours each child was served during that time
frame). Phone calls from schools desiring additional information will be
forwarded to the appropriate regional administrator. See processing procedures
on the following page.
When GWAEA provides
discrete trial services to
children birth through 2
years of age
See processing procedures on the following page.
Processing Discrete Trial
Financial responsibility of
LEAs
OR
Financial responsibility of
GWAEA
Criteria:
•
services for children
age 3 and above
•
expenses will be billed to LEA
•
contract between LEA & GWAEA
Criteria:
•
services for children
birth through 2 years of age
•
no billing required
•
no contract required
Process:
•
A separate account will be set up for each school
district.
•
All expenses charged to district discrete trial accounts
will be billed to that appropriate LEA quarterly for
expenses paid the previous quarter.
Process:
•
All expenses should be charged to Part C account #
10-2-1200-229-4523-000-xxx. This includes salaries
and mileage. Therefore, claims made on the online
reimbursement claims system need to indicate this
account number for the appropriate line items.
Discrete Trial – C.R. 10-2-1200-291-8505-000-xxx
Discrete Trial – Center Pt/Urbana 10-2-1200-291-8508-000-xxx
Discrete Trial – CC Amana 10-2-1200-291-8507-000-xxx
Discrete Trial – College Comm 10-2-1200-291-8506-000-xxx
Discrete Trial – Iowa City 10-2-1200-291-8504-000-xxx
Discrete Trial – Linn Mar 10-2-1200-291-8502-000-xxx
Discrete Trial – Marion
10-2-1200-291-8503-000-xxx
Discrete Trial – Iowa Valley
10-2-1200-291-8509-000-xxx
Instructions to Discrete Trial Associates for Completing Time Cards:
Each time card submitted should reflect the appropriate school district/account number which is determined by the
students served during that time card duration. Appropriate account numbers are important to assure accurate invoices to
school districts. Following are examples that may be helpful.
Example:
Hours worked during the week May 9
th
– 13
th
might include: 8 hours service to Linn Mar students age 3 and above
12 hours service to C.R. students age 3 and above
10 hours of service to students birth through 2 years of age
Therefore, the time card should indicate: Linn Mar Discrete Trial
10-2-1200-291-8502-000-xxx = 8 hrs
C.R. Discrete Trial 10-2-1200-
291-8505-000-xxx = 12 hrs
AEA Discrete Trial 10-2-1200-229-4523-000-xxx = 10 hrs
Discrete trial hours claimed include not only actual service time, but may also include preparation time, if the discrete tri al
service agreement between GWAEA and that district indicates such language. Most agreements also include language
indicating that paid holidays and leaves provided by GWAEA are shared equally by the School District and GWAEA. Had
the week included holidays in the example above, the time card should have split the paid holiday hours among the
accounts. Therefore, the service provider needs to be familiar with the agreement prior to completing time cards.
Example: Online Reimbursement Claim for the month of May
-
Estimate number of miles applicable for each of the accounts listed in the above example
-
Document the estimated miles using the online reimbursement claim system, charging the miles to the appropriate
discrete trial account number.
Please refer to procedures for the online reimbursement claim system in this manual, if needed. Online reimbursement
claim questions can be directed to the accounts payable technician, (ext. 6707), or computer services, (ext. 6758).
Financial questions regarding discrete trial can be directed to the Director of Business Services, (ext. 6704).
Emergency
S I T U A T I O N
A C T I O N
When emergency situations
arise
The GWAEA Policy #7401 and Regulation #7401-R(1) address emergency
and disaster procedures. To access the online policy manual from the
Agency website, hover over About > Governance, then click the link
below Access Board Book and Agency Procedures.
The Emergency Operations Plan outlines a plan for responding to emergencies.
Copies of the plan are available in each Agency facility.
First Aid Team are GWAEA employees trained to be contacts in situations of
medical emergencies or sudden severe illness of employees or visitors on Agency
property. They are identified and reconfirmed each fall. Their names are printed
in the Bulletin Board twice each year and on signs posted at each of the GWAEA
facilities.
Zone Leaders are GWAEA employees trained to address emergency situations.
They are identified each fall.
When the Agency Center is
closed due to an emergency
The Chief Administrator and/or Associate Chief Administrator will make the
determination to close the Agency. The need for closing one or more Agency
Centers is evaluated on a case-by-case basis.
•
A voice mail message will be sent to all staff via the School Reach system.
This system will call the numbers that you establish in the Employee Self-
Service System and designate Public or Agency Staff Only.
•
We will record a message that will be available in all agency voice mailboxes.
Through the all-call voice message, staff will be informed regarding (a) which
centers are affected, (b) when the center(s) will close, (c) when the Agency
anticipates reopening the center(s), and (d) when the next employee update will
be available.
•
We will include information on the front page of the Agency website.
•
And finally, we will contact KCRG-TV to include it in their list of closings.
An employee scheduled to work is to make up the work time missed while the
Agency was closed or while they remained at home during work hours. Options
for making up the work time include:
1.
calendar change
2.
emergency leave
3.
personal leave
4.
leave without pay
5.
or as otherwise specified in the Master Contract (Article 5 Paragraph E
for Classified Staff and Article 6 Paragraph E for Contracted Staff) or
terms of employment.
Other leave (such as personal, illness/disability, vacation, etc.) that was used or
scheduled to be used during the time the Agency was closed is not affected by the
Agency closing and is to be reported as usual.
In the event an employee performs assigned or approved work during a closing,
the amount of time spent performing such services is recognized and considered
as work time.
Emergency
S I T U A T I O N
A C T I O N
When employees determine the
need to alter their work
schedule or do not report to
their assigned work due to
inclement weather
When a school or Agency Center closes, staff members may see a need to work
from home for all or part of the work day. The staff member is to provide advance
notice of this schedule change to their supervisor and receive prior approval of the
intent to work from home. Hourly staff are not authorized to work from home.
Whether or not the Agency is closed, employees are to use their discretion in
deciding whether to travel for work and/or leave work early in a severe winter
weather situation. Employees are urged to consider the following factors in this
decision:
Are the school(s) I serve closed?
Is there work I could be doing at my Agency center?
Is it endangering my safety for me to travel?
Once an employee has decided to remain at home or leave work early, options for
accounting for all or part of the workday include:
1)
calendar change 3) personal leave
2)
emergency leave 4) leave without pay
Employee Assistance Program (EAP)
S I T U A T I O N
A C T I O N
When employees encounter
personal/family problems
The Agency provides an Employee Assistance Program (EAP) to support staff
and family members. The EAP is provided through LifeWorks and includes
professional and confidential counseling and referral service for a variety of
personal problems. Use of the EAP is on a voluntary basis. When participating in
the EAP, employees retain the responsibility for meeting acceptable work
performance and attendance standards.
At least annually, typically in November, the HR office distributes information
regarding the EAP and how to access the program. EAP counselors are available 24
hours a day, 7 days a week, by calling 1-888-267-8126.
For more information, please refer to Policy and Regulation #4141or contact the
HR office, (ext. 6703).
Employee Self Service (ESS) System
S I T U A T I O N
A C T I O N
Access the following
information through the ESS
System:
Employees have access to online services through the Employee Self Service
(ESS) System which includes the ability to 1) view payroll information, leave
balances, job history and license information, 2) request leaves and calendar
changes, schedule meeting rooms and 3) update address and emergency contact
information, 4) access Claims & Professional Leave systems.
Click here to access ESS System
My Information (Vista)
Personal Information – personal contact information changes
Payroll Information – Access W4 & direct deposit/EFT information
Payroll History – Access payroll history
EFT History – Access payment history for EFT
W2 History – Access W2 history & consent to electronic delivery
1095 History – Access 1095 history & consent to electronic delivery
Emergency Contacts – Make changes to emergency contacts
Job History – View history of employment as recorded in the HR office
Training History – Access mandated training records & expiration dates
Licensing History – Access license records as recorded in the HR office
Claims –
New Mileage Claims
New Expense Claims
Review All Claims
Review Mileage Claims
Review Expense Claims
My Destinations
Links & Documents
Time Card System
Grant Wood Employee System (GWAEA)
Forms
Building Export
Leave – Leave Form & Balances/History
Calendar/Change Form – Calendar & Change Form History
Agency Directed Travel – Travel History & Travel Requests
Building Assignments/Export
Other – Staff Photo, Policy Verification, HR Employee List
Employee Self Service (ESS) System
SITUATION
ACTION
Conference Rooms
Room Scheduled
New Reservation
Large Room Availability
Vehicle Reservation
Make a Reservation
Reservation List
Calendar
Admin. Asst. Review
Leave
Calendar Change
Travel Request
Professional Leave
Print Room Schedule
Master Calendar
Employee List
Exiting Employees – Resignations
S I T U A T I O N
A C T I O N
Resignations –
Employee responsibilities
when resigning
•
Provide timely notice to supervisor and human resources of intent to resign
and request further instructions.
•
Notify business services of intent to resign and official last work date.
•
Ensure employment calendar and/or time cards and employee leave forms are
accurate and submitted in timely manner so final pay can be administered
correctly.
•
Contact IPERS for further information regarding payouts, rollovers, etc.
Resignations –
Supervisor responsibilities
when an employee resigns
•
Inform the appropriate Director of Teaching & Learning and
Associate Chief Administrator, as applicable, of employee’s intent
to resign.
•
Ensure employee has submitted employment calendar and/or time cards and
employee leave forms to be reconciled.
•
Ensure any property/materials provided by the Agency have been returned
(computers, access keys, credit cards, etc.)
Exiting Employees – Resignations
S I T U A T I O N
A C T I O N
Resignations –
Business services process
when an employee resigns
Payroll
•
Contracted, Management, and Salaried Employees - final pay will be
reconciled by the number of working days up until their resignation date
multiplied by their per diem.
•
Classified and Management Support Employees – paid on a two week lag –
will be paid from time cards submitted up to final working day. Final
paycheck will be in accordance to when final work date lands in the pay
cycle.
•
Contracted, Management, and Salaried Employees – no payouts for unused
leave time.
•
Classified and Management Support Employees - will be paid out for any
unused vacation time earned as of resignation date. Payout will be included
with final paycheck.
Benefits
•
Agency-provided life insurance and voluntary and/or dependent life insurance
ends on the resignation date. The resigning employee may port the group
coverage or convert the coverage to an individual whole life policy.
Employees have 31 days from the coverage termination to send the
application and premium payment to the life insurance carrier. Application
forms can be obtained from the payroll/benefits specialist (ext. 6706).
•
Agency-provided long-term disability benefit ends on resignation date.
Health, Dental, and Vision Insurance
•
Contracted, Management, and Salaried Employees – Upon timely notice
(generally 30 days), insurance coverage through the Agency ends the last day
of the month in which the employee’s employment ends. The employee will
then be offered COBRA
Ω
. (The payroll/benefits specialist notifies MIIP* of
the resignation and initiates the COBRA
Ω
paperwork through ASI Cobra. ASI
Cobra sends the application to the employee offering continuation of coverage
at employee’s expense, plus a 2% administrative fee. Can stay on COB RA
Ω
for up to 18 months. )
•
Classified and Management Support Employees – Upon timely notice
(generally 2 weeks), if employee’s last regular work day is the 1
st
through the
15
th
day of the month coverage through the Agency ends the last day of that
month. If employee’s last regular work day is the 16
th
through the last of the
month, coverage with the Agency will end the last day of the next month. The
employee will be offered COBRA
Ω
as stated above.
IPERS
•
Contact IPERS for further information regarding payouts, rollovers, etc.
* MIIP: Metro Interagency Insurance Program
Ω
COBRA: Consolidated Omnibus Budget Reconciliation Act of 1985
ASI Cobra (our third-party COBRA administrator)
Exiting Employees - Resignations - Summer (Health, Dental and Vision Insurance)
S I T U A T I O N
A C T I O N
Employee responsibilities
Business services process
when an employee resigns
Employee responsibilities
Business services process
when an employee resigns
When summer resignations/retirements/leaves occur for employees who work a
traditional school-year schedule, it is important for employees to be aware that
Agency-provided insurance ends retroactively when a resignation is effective
retroactively.
Contracted, Management and Salaried Employees
•
If an employee is considering resignation, retirement or a leave of
absence after June 30, the employee is to contact the
payroll/benefits specialist (ext. 6706) immediately to ensure
timely coordination of benefits.
•
For resignations/retirements/leave requests received after June 30, the
last work day of regular employment determines the termination date of
Agency-provided benefits. Examples:
1.
If an employee has worked no days during the new contract year
(July 1- June 30), benefits terminate retroactive to the end of the
month in which the last day of regular employment was worked
(or to June 30 for contracted/management staff if contract days
have been fulfilled).
2.
If an employee has worked some days in the new contract year
as part of their regular employment (this includes approved
added days but not generally sub/temp assignments), benefits
are effective through the end of the month in which the
employee last worked.
•
Upon termination of Agency-provided benefits, the employee will be
offered continuing coverage through COBRA, at the employee’s
expense.
Classified and Management Support Employees
•
If an employee is considering resignation, retirement or a leave of
absence after June 30, the employee is to contact the payroll/ benefits
specialist (ext. 6706) immediately to ensure timely coordination of
benefits.
•
For resignations/retirements/leave requests received after June 30, the
last work day of regular employment determines the termination date of
Agency-provided benefits. Examples:
1.
If an employee has worked no days in the new school work
year, benefits terminate retroactive based on the last day of
regular employment worked. (If the employee’s last regular
work day falls between the 1
st
and 15
th
day of the month,
coverage ends the last day of that month. If the last regular
work day falls between the 16
th
and last day of the month,
coverage ends the last day of the next month).
Exiting Employees - Resignations - Summer (Health, Dental and Vision Insurance)
S I T U A T I O N
A C T I O N
2. If an employee has worked some days in the new school work
year as part of their regular employment (this generally does not
include sub/temp assignments), benefits terminate based on their
last day of regular employment worked (detailed in Example 1).
In these situations, employees are expected to provide a
minimum of two weeks’ notice and provide a minimum of two
weeks’ service in the new school work year (this does not
include sub/temp assignments). At its discretion, Agency
administration may waive all or a portion of the service
requirement in consideration of timely notice, service needs and
other related factors.
•
Upon termination of Agency-provided benefits, the employee will be
offered continuing coverage through COBRA, at the employee’s expense.
Exiting Employees – Retirements
S I T U A T I O N
A C T I O N
Retirement –
Employee responsibilities
when retiring
•
Provide timely notice to supervisor and human resources of intent to retire
and to receive further instructions.
•
Notify business services of intent to retire and official last work date.
•
Ensure employment calendar and/or time cards and employee leave forms are
accurate and submitted in timely manner so final pay can be administered
correctly.
•
Notify business services of intention to stay on Agency group insurance at
employee’s own expense.
•
Contact IPERS for further information regarding retirement benefits.
Retirement –
Supervisor responsibilities
when an employee retires
•
Inform the appropriate Director of Teaching & Learning and
Associate Chief Administrator, as applicable, of employee’s intent
to retire.
•
Ensure employee has submitted employment calendar and/or time cards and
employee leave forms to be reconciled.
•
Coordinate acknowledgement of the retiree’s departure with the appropriate
Director of Teaching
& Learning and Associate Chief Administrator, as
applicable, in preparation for the Staff Recognition Banquet.
•
Ensure any property/materials provided by the Agency have been returned
(computers, access keys, credit cards, etc.)
Exiting Employees – Retirements
S I T U A T I O N
A C T I O N
Retirement –
Business services procedure
when an employee retires
Payroll
•
Contracted, Management, and Salaried Employees - final pay will be
reconciled by the number of working days up until their retirement date
multiplied by their per diem.
•
Classified and Management Support Employees – paid on a two week lag –
will be paid from time cards submitted up to final working day. Final
paycheck will be in accordance to when final work date lands in the pay
cycle.
•
Contracted, Management, and Salaried Employees – no payouts for unused
leave time.
•
Classified and Management Support Employees - will be paid out for any
unused vacation time earned as of retirement date. Payout will be included
with final paycheck.
Benefits
•
Agency-provided life insurance and voluntary and/or dependent life insurance
ends on the retirement date. The retiring employee may port the group
coverage or convert the coverage to an individual whole life policy.
Employees have 31 days from the coverage termination to send the
application and premium payment to the life insurance carrier. Application
forms can be obtained from the payroll/benefits specialist (ext. 6706).
•
Agency-provided long-term disability benefit ends on retirement date.
Health, Dental, and Vision Insurance
•
Contracted, Management, and Salaried Employees – Upon timely notice
(generally 30 days), insurance coverage through the Agency ends the last day
of the month of retirement. However, employees who retire from the Agency
while participating in the Agency’s group health, dental and/or vision
insurance plans may continue to participate in any of these plans at their own
expense until the retiree becomes eligible for Medicare. Participation is
subject to carrier contract requirements and payment of all premiums. If the
retiree elects not to stay on Grant Wood AEA group plan, retiree will be
offered COBRA
Ω
. (The payroll/benefits specialist notifies MIIP* of the
retirement and initiates the COBRA
Ω
paperwork through ASI Cobra. ASI
Cobra sends the application to the retiree offering continuation of coverage at
retiree’s expense, plus a 2% administrative fee. Can stay on COBRA
Ω
for up
to 18 months.)
•
Classified and Management Support Employees – Upon timely notice
(generally 2 weeks), if retirement is the 1
st
through the 15
th
day of the month,
coverage through the Agency ends the last day of the month of retirement. If
retirement is the 16
th
through the last of the month, coverage with the Agency
will end the last day of the next month. However, employees who retire from
the Agency while participating in the Agency’s group health, dental and/or
vision insurance plans may continue to participate in any of these plans at
their own expense until the retiree becomes eligible for Medicare.
Participation is subject to carrier contract requirements and payment of all
premiums. If elect not to stay on the group plan, retiree will then be offered
COBRA
Ω
as stated above.
IPERS
•
Contact IPERS for further information regarding retirement benefits.
* MIIP: Metro Interagency Insurance Program
Ω
COBRA: Consolidated Omnibus Budget Reconciliation Act of 1985
ASI Cobra (our third-party COBRA administrator)
Exiting Employees – HR Procedures
S I T U A T I O N
A C T I O N
HR procedures when an
employee resigns, retires or
requests release from contract
1.
Information is included on personnel agenda for next regular Board meeting.
2.
Exit email is provided to employee, which includes exit questionnaire,
invitation to participate in an exit interview, check sheet of items to take care
of prior to last day of Agency employment, and an authorization to release
information to outside agencies (i.e. prospective employers, financial
institutions, etc.).
3.
Once GWAEA Board has been informed of a resignation, retirement or a
request for release from contract, HR mails summary of insurance coverage
to employee.
Funding – Grants, Contracts and Agreements – referred to as “projects”
S I T U A T I O N
A C T I O N
When applying for project
funding
Prior to submitting an application for project funding, the project manager
+
applying for the funds will meet with the appropriate Director of Teaching
& Learning to review projected application activities and request Associate
Chief Administrator approval for the application.
Following Associate Chief Administrator approval, the project manager
+
will
contact the Director of Business Services (ext. 6704) to develop a financial
budget.
When an employee assumes
the role of project manager for
funds received by GWAEA
Several responsibilities are assumed by the project manager. The project
manager:
•
acts on behalf of GWAEA, as the Agency is acquiring the funding (not the
individual).
•
becomes the contact person for the project.
•
reviews, processes and provides recommendations regarding approval of
project expenditures.
•
receives access to and training on the GWAEA Internet Financial System for
monitoring project expenditures and revenues by contacting business services
(ext. 6708).
•
coordinates all financial reporting with the Financial Accounting Assistant (ext.
6708).
•
attends project manager orientation session(s) to become acquainted with
GWAEA processes and the project manager’s responsibilities in fulfilling
activities during the funding term.
When the project is purchasing
GWAEA employee time or
when the project requires
employee added days
The project will be charged for that time, plus the FICA and IPERS associated
with that time.
If the project is purchasing a portion of the employee’s FTE for the project
duration, then the project will be charged for that portion of the employee’s
contractual annual salary and an identical portion of their entire annual benefit
expenses.
Added days refers to time worked by contracted employees which is in addition to
their contractual agreement. Pre-approval is initiated by the regional
administrator/supervisor through the appropriate Director of Teaching & Learning’s
office or Associate Chief Administrator’s office, as applicable. Please see the
Added Days section of this manual.
When determining
appropriateness for GWAEA
to be fiscal agent for the
project’s finances
Determination will be made on a case-by-case basis by the executive team based
on decision criteria identified and their recommendation to the GWAEA Board.
+
The project manager is the employee who acts on behalf of GWAEA as the contact person for the project.
Sometimes that person is also the person who initiated the funding application through GWAEA.
Funding – Grants, Contracts and Agreements – referred to as “projects”
S I T U A T I O N
A C T I O N
When determining appropriate
administrative / indirect
charges
Determination is made by the executive team and their recommendation to the
GWAEA Board. The State sets indirect cost rates annually for each LEA/AEA
and this rate is used for most federally-funded programs.
When determining the
appropriateness of GWAEA
support for activities requiring
business services assistance
(i.e. statewide conferences,
statewide ICNs, Task Forces)
Determination is made by the employee’s manager/supervisor and the
Director of Business Services.
After the project has been
approved for funding, what
steps occur
After the business services office has received a copy of the funding award
approval notification from the project manager
+
, a specific account number will be
assigned to the project and forwarded to the project manager.
The project manager will be expected to monitor financial activity for the project
through their administrative assistant’s on-line access to GWAEA’s Financial
Accounting system. If the project manager and/or the administrative assistant
need clarification or have concerns about expenditure or revenue activity within
the project account, they can receive assistance from business services. Expense
and revenue changes can be made only within the school year of that activity. For
example, if an expense or revenue is charged to an incorrect account, the
correction must be made within that same school year.
Narrative status reports required by the funding resource are typically the
responsibility of the project manager. Financial reporting should be coordinated
with the Financial Accounting Assistant (ext. 6708).
+
The project manager is the employee who acts on behalf of GWAEA as the contact person for the project.
Sometimes that person is also the person who initiated the funding application through GWAEA.
Business Applications
S I T U A T I O N
A C T I O N
When employees are
responsible for monitoring an
account’s expenditures and
revenues
Seeking access to the system:
Needing assistance to interpret
detail of the Business
Applications System:
All accounts activities are documented on the Vista Iowa Business Applications
System. Access to and training for the finance system follows these procedures:
For employees assigned to regions, the system is accessible through their regional
administrative assistant.
Non-region employees should first seek approval of their supervisor prior to
requesting training and passwords for the finance system through business
services (ext. 6708).
Employees assuming the role of project managers for funding received by
GWAEA receive access to and training on the Vista Business Applications
System for monitoring project expenditures and revenue by contacting business
services (ext. 6708).
Management and supervisors should request f inance system training and
passwords
through business services (ext. 6708).
Contact the Director of Business Services (ext. 6704) or Financial Accounting
Assistant (ext. 6708). Some assistance can be provided on the phone, or
appointments can be made for lengthy review and analysis of account status.
Interoffice Charges
S I T U A T I O N
A C T I O N
When making a purchase from
another area within the
Agency, or charging someone
for use of services within the
Agency
Media services:
When printing material in the
print shop
Internal registrations:
Agency-Directed Registrations
(Contracted and Non-
Contracted Employees)
Registration Using
Professional Leave
Registration Using Personal
Payment
Registration for Courses –
Not Job-Related
Billing GWAEA employees for material or services does not require a purchase
order. It does, however, require an expense account number.
See examples below:
Completion of the print shop request in the print shop/production area indicates
approval of media to charge expenses to the account indicated. Appropriate
charge tickets are sent to the business office for creation of a journal entry.
Each fall employees are given the opportunity to register for professional
development sessions that will be held throughout the year. For instructions on
registration, consult specific situations below.
When the Agency expects the employee (both contracted and non-contracted) to
attend the internal conference/session, the Agency will pay registration fees. This
Agency-directed attendance will require the employee to complete a Professional
Development registration form. The supervisor must approve the form, indicate
an account number to be used for payment, and return the form to employee.
Employee should register on-line. When asked for PO number, employee
should enter account numbers supervisor provided on form.
See the Professional Leave section of this manual.
When an employee receives supervisor approval to attend a Professional
Development session on Agency time and does not wish to be reimbursed for
registration fees, registration is completed on-line and personal payment is made
with a credit card. No Professional Leave Request or Reimbursement forms are
needed.
When employees register for courses that are not job-related, registration is
completed online and payment is made by credit card. Attendance must occur
during non-work time hours.
Inventory – Equipment
S I T U A T I O N
A C T I O N
When purchasing GWAEA
equipment valued at $1,000
and above
Purchases of equipment valued at $1,000 and above that will be GWAEA
property must be charged to an object code in the 700 series.
731 Equipment 732 Vehicles
739 Computer Equipment
All equipment must be tagged during the month that it is paid. This is done by the
mail clerk at the time of delivery.
When purchasing computers
and portable devices valued at
$300 and above
Purchases of laptops and other portable devices, such as iPads, will also be tagged
and tracked in our inventory system for control purposes if they are valued at $300
and above.
When equipment and furniture
are delivered
Equipment and furniture valued at $1,000 and above that does not need to be
installed should be delivered to “receiving” at the Sixth Street facility. The
receiving clerk tags this merchandise for inventory at the point of arrival. If
furniture (such as cubicles and desktops valued at $1,000 and above) is delivered
directly to a work station/office, receiving must be notified immediately for
inventory tag purposes.
All computers purchased by GWAEA and that will be considered GWAEA
property should be delivered to the Sixth Street Facility.
When purchasing GWAEA
equipment valued
under
$1,000
Sometimes there is a need to tag equipment that is not a part of GWAEA’s
inventory system. This is particularly true of mobile equipment that is taken out
of the building or on loan. There are “Property of GWAEA” tags available in
business services for that purpose.
When equipment is donated to
GWAEA
Recipients of donated equipment should contact business services (ext. 6704) to
obtain “Property of GWAEA” tags so that the equipment can be properly
identified. Currently, the Agency is not required to include donated equipment in
the GWAEA inventory system, although its value may be $1,000 or more.
Media & Technology
Equipment valued under
$1,000
Typically media and technology equipment that is valued at $1,000 and above
will be inventoried as a part of GWAEA’s inventory system. However, items
specific to media and technology check out that are under $1,000 may be tagged
by them using a tag identifying the equipment specifically as “Media and
Technology.” These tags are housed in the media/technology area. Also refer
to the section on computers and portable devices above.
When needing to check
out media equipment
Contact the Technology Center Technician (ext. 6720) to schedule equipment for
check out. Setup and tear down of equipment within the building and at off-site
locations is available. Fees may be applicable.
When ordering computer
equipment
Please see purchase order section of this manual regarding centralized purchasing
of computers/equipment/software.
When needing technology
support for GWAEA
equipment
Support for GWAEA technology equipment or software issues is available during
normal work hours by contacting ext. 6738.
Inventory – Equipment
S I T U A T I O N
A C T I O N
When resigning or retiring -
what to do with equipment
The HR office shall notify technology support staff when they receive notice that
an employee is retiring or resigning. Technology equipment (i.e., computer,
printer, software) is to be returned to the technology support center prior to the
last day of employment with the Agency. All equipment/GWAEA property must
be turned in prior to the last working day.
When equipment is obsolete
Consistent with the GWAEA Policies and Regulations:
The Director of Business Services authorizes disposal of equipment, furnishings,
supplies or vehicles. Please see GWAEA Policies and Regulations for specifics,
Series 7540.
When conducting physical
inventory of GWAEA
equipment valued at $1,000
and above, and for computers
and portable devices valued
at $300 and above
In an effort to meet auditing needs, GWAEA conducts a physical inventory of
equipment recorded in the fixed asset system. Physical inventory operations are
conducted under the supervision of the Director of Business Services.
Inventory of mobile equipment is coordinated between the Director of Business
Services and technology support.
Invoices / Billing
S I T U A T I O N
A C T I O N
When seeking reimbursement
from outside organization for
services provided by Grant
Wood AEA
Contact the accounts receivable technician in business services (ext. 6705) who
will prepare and send the invoice.
Information needed:
•
Name of individual requesting service
•
Name of organization/school to invoice
•
Type/description of service performed
•
Date of service
•
Amount to be billed
•
Account number for revenue
There is a 60-day follow up process on outstanding invoices.
Jury Duty
S I T U A T I O N
A C T I O N
When called to report for jury
duty
Agency employees will be excused for jury duty with paid release time. Employees
who are called for jury service are to notify the supervisor before jury duty is to be
served.
Proof of jury service is to be submitted to the Agency following completion of the
service. Employees shall complete an Employee Leave form to report Jury Duty
leave for work time missed.
Any pay for jury duty will be turned over to the Agency. In the event the employee
receives jury pay for days not scheduled to work with the Agency, the employee
shall reimburse the Agency only that jury duty pay received for the number of work
days missed for the jury service.
For more information, please refer to Board Policy #7385.
Leave Forms
S I T U A T I O N
A C T I O N
When taking time off from a
normal work schedule
•
All employees must complete an Employee Leave Form when taking
time off from their normal work schedule as prescribed for their employee
group, including unpaid leave.
•
Leave time must be recorded in increments according to the negotiated
agreement or the Terms and Conditions of Employment for that
employee’s group. (i.e., Illness/Disability is to be taken in 30-minute
increments; Vacation is to be taken in 30-minute increments.) Time is
rounded up if not recorded in the correct increment.
•
Leave forms for classified and management support employees are to be
consistent with data recorded on the time card system and are to be
submitted when data is reported on the time card system.
•
Completed leave forms require appropriate supervisor approval.
•
The leave form must be submitted to the Human Resources office in a
timely manner. Human Resources will verify appropriate use of leave,
record the leave and ensure accurate recordkeeping of leave balances.
•
If uncertain of leave time available, the human resources administrative
assistant should be contacted prior to completing the leave form (ext.
6748).
•
Leave balances are available on the Employee Self Service (ESS) System
Leave Forms – Extended Medical Leave
S I T U A T I O N
A C T I O N
When an employee anticipates
extended medical leave
If the extended medical leave
is anticipated to be greater
than 90 consecutive calendar
days
The employee is to provide written notice to the supervisor of any anticipated
medical leave at the earliest possible date. In the case of pregnancy, notice is to be
provided no later than the end of the 4th month of pregnancy. Specific details and
procedures concerning this notice are identified in the illness/disability section of
the Master Contract Agreement and Terms and Conditions of Employment.
In cases of scheduled surgery, or where it’s possible to project an anticipated leave
greater than 21 calendar days, the employee is to notify the Human Resources
Administrative Assistant (ext. 6748.)
The Human Resources Administrative Assistant will then prepare a leave
packet for the
employee. The packet will consist of a letter summarizing the
procedure, FMLA
information sheet, and projected and actual physician
statement forms.
The projected employee leave form is to be submitted as the initial request prior to
the start of the leave, or as soon as is reasonably possible. (This may satisfy the
formal written notice to the supervisor.) The projected leave form is to be
supported by the projected physician’s statement, which is personalized to the
demands of the job. Illness/disability leave may be used only for the time period
certified by the physician.
The projected leave form will be adjusted to show the actual leave once the actual
physician’s statement has been received. The actual physician's statement is to be
submitted within 3 weeks of the beginning of the leave period.
If the projected medical leave is anticipated to be greater than 90 consecutive
calendar days, the employee is to notify the administrative specialist -
payroll/benefits (ext. 6706).
The administrative specialist - payroll/benefits will provide the employee with
long-term disability application forms to complete.
Long-term disability benefits are administered in accordance to plan design.
Leave Forms – Extended Without Pay
S I T U A T I O N
A C T I O N
When an employee desires to
continue on leave, but is no
longer ill or disabled or all
paid leave options have been
exhausted
The employee may apply for extended leave without pay. The master contract
agreements list which types of extended leaves are approved automatically and
which are a matter of administrative discretion. A leave form is to be completed
to apply for leave without pay.
Leaves – Agency Closings
S I T U A T I O N
A C T I O N
When the Agency closes for
emergency purposes
Please see Emergency.
When the Agency announces
an early release time
In the event the Chief Administrator and/or Associate Chief Administrator(s)
makes the decision to close the Agency early for an announced early release time
(examples: day immediately preceding Thanksgiving Break, Winter Break, or
Memorial Day), the following procedures apply:
•
An employee scheduled to work will not be required to use paid leave during
the time the Agency Center is closed.
•
Other leave (such as personal, illness/disability, vacation, etc) that was used or
scheduled to be used during the time the Agency was closed is not affected by
the Agency closing and is to be reported as usual.
Leaves – Canceling or Changing Approved Leaves
S I T U A T I O N
A C T I O N
When an employee wishes to
cancel a leave:
•
A leave may only be cancelled before the start of the approved leave. Once a
leave has started, the leave may not be cancelled.
•
Employees must notify their supervisor before the start of the approved leave.
•
If the supervisor had received advance notice from the employee of the need to
cancel the leave, the supervisor will delete the form if they have not approved
it yet, or if the leave has been approved, email the Human Resources
Administrative Assistant the leave information that is to be cancelled.
•
Example
: An employee has scheduled personal leave to spend time with a
friend. The morning of the scheduled leave, the friend contacts the employee
to cancel the day’s plans. Before the start of the employee’s regular work day,
the employee phones the supervisor and leaves a voice mail message of intent
to work their regular schedule that day.
When an employee wishes to
change the type of leave being
taken:
•
A leave type may only be changed before the start of the approved leave. Once
a leave has started, the leave type may not be changed.
•
Employees must notify their supervisor before the start of the approved leave.
•
If the supervisor had received advance notice from the employee of the need to
change the leave type, the supervisor will make the change if the form has not
yet been approved; if the leave has been approved, email the Human Resources
Administrative Assistant of the change.
•
Example
: An employee has scheduled vacation. The evening before the
scheduled vacation, employee is notified of a death in the family. Before the
start of the employee’s regular work day, employee phones the supervisor of
the need to change the leave.
When an employee wishes to
change the amount of leave
time taken:
•
If an employee wishes to change the amount of time taken for an approved
leave, the employee is to notify the supervisor.
•
The supervisor may adjust the form if they have not approved it yet, or if the
leave has been approved, email the Human Resources Administrative Assistant
with the leave
information to be adjusted.
•
Example: An employee has scheduled one-half day of personal leave. During
the leave, the employee wishes to take a full day rather than a half day. The
employee phones the supervisor regarding the desire to change the leave.
**
Please note
: A non-work day cannot be changed to a work day for the purpose of taking leave.
Lodging
S I T U A T I O N
A C T I O N
When making hotel
arrangements for employee
Agency-directed travel or
speaker lodging
Des Moines/Ames Area Travel
Overnight stays may be approved for Agency travel when meetings extend
beyond one work day or for evening travel when a one-day meeting begins before
8:30 a.m. (time on the agenda for registration or refreshments is not considered
the start of the meeting).
Determine if the hotel will accept a purchase order. If so, make arrangements
with your administrative assistant to process a computerized purchase order. A
purchase order number will be available upon completion of the approval
process. (See Purchase Orders in this manual.)
•
Make sure to inquire about a state or government lodging rate.
If the hotel will not accept a purchase order number, but will accept a charge card,
the following process is used:
•
Process a computerized P.O. to Visa-Hills Bank & Trust Co., with a notation
that the white copy needs to be returned to the administrative assistant.
•
The description area of the PO should be noted with the name and address of
the hotel, as well as the name(s) of staff staying, the purpose and all
applicable dates.
•
When the white hard copy is returned to the administrative assistant, the
employee may bring the processed white copy to business services for Visa
checkout.
•
Request a credit card authorization form from the hotel. The authorization
form is to be completed and faxed by the Business Office to the hotel.
•
Please forward or send all confirmations and receipts to accounts payable in
business services as soon as they are received.
•
Please be aware that charges may be billed prior to the event.
•
Upon return from the trip, any additional receipts will need to be submitted to
accounts payable in business services.
For travel to the Des Moines area, the Agency has ten preferred hotels with direct
bill arrangements. Employees are encouraged to stay at one of the following
hotels. Staff will be allowed the flexibility to use other hotels, as long as the rate
does not exceed $84/night (except under extenuating circumstances that would
require prior approval from an executive administrator). Lodging at an
unauthorized hotel is not eligible for reimbursement.
•
The preferred hotels provide a rate of $75-$84 per night plus applicable taxes.
•
A purchase order to the hotel must be processed. The employee may need to
give the white copy of the purchase order to the hotel at check-in.
•
Request a copy of the receipt upon checkout.
•
Upon return from the trip, receipts are to be submitted to the Business Office
immediately.
Lunch Periods and Break Times (Hourly Staff)
S I T U A T I O N
A C T I O N
Lunch periods –
General description
Lunch periods are meal breaks to be taken at midday, which is generally between
11:00 a.m. and 2:00 p.m.
“All lunch periods shall be at least thirty (30) minutes and unpaid except for
employees who are routinely assigned responsibilities during that period.” Article
5, Paragraph D(1), Master Contract Agreement for Classified Staff
With the exception of paraeducators assigned to off-site classrooms, all hourly
employees are relieved from job duties during the lunch period. Off-site
paraeducators are routinely assigned to supervise students during the daily lunch
period and therefore no duty-free lunch is available.
Procedures and Guidelines
The work schedule for all hourly staff who work more than 6 hours in one day
shall include a lunch period of at least 30 minutes.
Upon supervisor approval, the employee may elect for their normal work schedule
a lunch period that is either 30 minutes (8:00 a.m.-4:30 p.m. or 7:30 a.m.-4:00
p.m.) or one hour (7:30 a.m.-4:30 p.m.) in length. With prior supervisor approval,
an employee may request a longer or shorter lunch period for a particular day that
is different from their regular schedule (as long as the lunch period is at least 30
minutes in length).
The scheduling of lunch periods is subject to supervisor approval and is not to be
used for adjusting the daily work schedule outside of the midday meal break (for
example, lunch periods are not to be used at the end of the day for an earlier
release time).
Under the Fair Labor Standards Act (FLSA), hourly employees must be
compensated for all work performed (any activity which is beneficial to
employer), which includes lunch at desk and any work for which they volunteer
within their regular duties. To help ensure employees receive a meal break and
are not called upon to perform any work during this time, the location for lunch
periods is to be different from the employee’s regular workspace (no lunch at
desk).
No option is available to eliminate the lunch period. For uncommon and
extenuating circumstances where the supervisor has determined an Agency need
and directed a lunch period to be worked due to an all-day event, the assigned/
approved work is to be reported as work time. Both the work schedule and work
performed is to be directed/approved in advance by the supervisor.
With the exception of paraeducators assigned to off-site classrooms, lunch periods
are duty free and employees may leave the work site for lunch periods.
Break times –
General description
There is no state or federal law requiring break times. Break time is, however,
offered for Classified Staff under Article 5, Paragraph C, of the Master Contract
Agreement for Classified Staff – “Within every four (4) hours of scheduled work
employees shall receive a fifteen (15) minute break.”
Procedures and Guidelines
When break time is offered, federal law requires the 15-minute break periods to be
paid time.
The 15-minute break time is to be used mid-way through each 4-hour time period.
Lunch Periods and Break Times (Hourly Staff)
S I T U A T I O N
A C T I O N
The 15-minute break time provided within each 4 hours of scheduled work time is
paid time whether employees choose to take their break or not.
Unused breaks are not to be used for adjusting the daily work schedule, overtime
or accruing comp time.
Unused break time does not accumulate as time worked and does not result in
additional pay.
Break time is paid time, and employees are not to leave the work site during break
times.
Medicaid Claims
S I T U A T I O N
A C T I O N
When seeking reimbursement
from Medicaid for services to
IEP students
Grant Wood AEA follows the procedures and guidelines in the AEA IEP
Documentation Guide
on page 99. This manual is available here.
For questions regarding the Medicaid claiming process, please contact the
Facilitator for the IMS System (ext. 6806).
New Staff Orientation
S I T U A T I O N
A C T I O N
When employees are new to
the Agency
A general orientation for new staff is conducted as a large group session over a 2-
3 day period before each school year begins. This structured orientation provides
a broad overview of the Agency (mission, history, services and internal support
and benefits available), with more job-specific orientation activities to be
facilitated by supervisors throughout the year. Orientation for new staff hired
after the school year begins is provided by HR as soon after the hire date as
possible.
During orientation, employment/payroll forms, insurance enrollment forms, and
other required forms are completed. Arrangements are also made for fulfilling the
mandated trainings within the first 10 days of employment.
Contact the HR office for more information, (ext. 6703).
Payroll – Time Card Reporting
S I T U A T I O N
A C T I O N
Payroll Time Card System
Log-In Instructions
All full-time, regular part-time, and restricted part-time classified and
management support employees report their hours worked by using the on-line
time card system located on the Grant Wood AEA
Employee Self Service (ESS)
site.
At the ESS Login Screen: Username: First Initial and Last Name
Password: gwaea10 (default)
School District: Grant Wood AEA
Once signed in, under My Information, click Grant Wood Time Card System
Employee Responsibilities
•
Accuracy - Accurate time cards include reporting of lunch breaks,
leave time, overtime and comp time hours. Reporting of leave time
on time cards is to be consistent with data reported on employee
leave forms.
•
Timeliness - Entering of time card data and certification of hours is
to be completed by the end of the day Friday of the week ending or
in accordance to supervisor request and payroll processing needs.
Supervisor Responsibilities
•
Accuracy - When approving time cards, supervisors must ensure
accuracy of employee time card reporting.
•
Timeliness - Supervisors must approve weekly time card data timely
and in accordance to payroll processing needs. To ensure smooth
payroll processing the standard deadline for time card approval is by
4:00 p.m. Tuesday for the hours worked the previous week. Time
card deadlines are subject to change due to holidays and other such
Agency closings. When these situations occur, there will be advance
notification of altered deadline.
If supervisors are unable to authorize time cards within the payroll deadlines, it is
their responsibility to notify their pre-designated alternate approver to approve
time cards on their behalf.
Added Days Time Cards
Please refer to Added Days section.
Substitute / Temporary
Employees through GWAEA
Complete pink paper time cards to report hours worked each week for the duration
of the time approved by the Board.
Substitute Employees through
SubCentral
If subbing for a Grant Wood AEA off-site classroom via SubCentral, the sub must
be fully registered through SubCentral. Hours are paid from SubCentral work
reports generated.
All Grant Wood AEA Staff
Incomplete or inaccurate time cards, or time cards not meeting the payroll
deadline are at risk of not being processed that pay cycle.
Payroll – Overtime
S I T U A T I O N
A C T I O N
Overtime definition for hourly
employees
Per the Master Contract Agreement for Classified Staff and Management Support
Terms and Conditions, overtime is defined as assigned work in excess of a normal
forty-hour week.
•
Overtime pay will be at the rate of one and one-half times the employee’s
normal hourly rate.
•
Compensatory time may be computed at a rate of one and one-half hours of
compensatory time off for each hour worked in excess of a forty-hour week.
•
Only with the mutual consent of the employee and his/her immediate
supervisor will compensatory time be granted in lieu of overtime pay.
•
No more than 240 hours of compensatory time may be accrued. Any
overtime hours worked beyond the maximum accrual must be paid at the
overtime rate.
•
Scheduling of compensatory time shall be by mutual consent of the employee
and his/her immediate supervisor.
•
The Agency shall attempt to give at least 24 hours notice before the overtime
is to commence.
•
When determining overtime eligibility during weeks in which paid leaves are
utilized, refer to either the Master Contract Agreement for Classified Staff or
the Management Support Terms and Conditions.
Claiming overtime hours for
hourly employees
Overtime hours for classified and management support employees should be
reported on weekly time cards.
Payroll – Tax Sheltered Annuities, 403b Program
S I T U A T I O N
A C T I O N
403b Program
When enrolling or making
changes to a 403b
The Grant Wood AEA 403b plan is administered by the Iowa Department of
Administrative Services – Retirement Investors’ Club (RIC) 403b Program.
A 403b is a voluntary savings plan designed to supplement employees’ pension
and Social Security benefits at retirement. Contributions are made via pre-tax
payroll deductions.
Post-tax Roth 403b accounts are also available through the RIC program.
A Salary Reduction Form must be completed and submitted to the payroll/benefits
specialist to initiate or change a 403b plan. Employee contributions to 403b’s are on
the first two payrolls of the month.
For further information, employees may reference the RIC website or contact
the payroll/benefits specialist (ext. 6706).
Professional Leave
S I T U A T I O N
A C T I O N
Applying for Professional
Leave (Dollars and Hours) for
Professional Growth Activities
To apply for professional leave (dollars and hours) available through the Master
Contract, the employee is to submit a Professional Leave Request (available online
on the ESS System) to their supervisor at least 15 Agency days prior to the event.
The supervisor’s approval indicates understanding that the activity is job-related
and that the employee has sufficient professional leave dollars and hours to cover
the request. (For non-contracted employees whose position requires state licensure
as outlined in the Classified Master Contract approval also indicates that the
activity fulfills CEU requirements). The request is then routed to the appropriate
Director of Teaching & Learning
or Associate Chief Administrator, as applicable,
for review. Upon submitting the request, an administrative decision shall be made
within 10 Agency days. Professional leave shall not be limited to in-state
activities.
Registration and
Reimbursement for
Professional Growth Activities
Internal Professional
Development
(Contracted)
Internal Professional
Development
(Non-Contracted Employees
fulfilling CEU requirements)
External Professional Growth
Activities (Contracted
Employees and Non-
Contracted Employees
Fulfilling CEU Requirements)
External Professional Growth
Activities (Non-Contracted
Employees)
Upon approval of the Professional Leave Request, the employee is to register on-
line and make personal payment with a credit card. Following completion of the
activity, the employee completes a Professional Leave Reimbursement request
(available online) and submits the form along with receipt (or a copy of payment)
and certificate of attendance to request reimbursement. It is not necessary to use
professional leave hours if the employee receives supervisor approval to attend the
internal professional development activity on Agency time. However, if the
employee wishes to use course credit for advancement on the salary schedule the
course is not to be taken on Agency time and professional leave hours may be
requested (see Salary Lane Change – Leave Guidelines).
Upon approval of the Professional Leave Request, the employee is to register on-
line and make personal payment with a credit card. Following completion of the
activity, the employee completes a Professional Leave Reimbursement request
(available online) and submits the form along with receipt (or a copy of payment)
and certificate of attendance to request reimbursement. It is necessary to use
professional leave hours if the employee attends on Agency time.
Upon approval of the Professional Leave Request, the employee registers and
makes personal payment for the activity and associated expenses. Following
completion of the activity, the employee completes a Professional Leave
Reimbursement request (available online). Other materials required to process
reimbursement include a copy of the registration form and receipts related to air
fare, ground transportation, parking, lodging, registration and certificate or proof of
attendance.
Payment for external professional growth activities approved by the appropriate
Director of Teaching & Learning
or Associate Chief Administrator, as
applicable, is made by a purchase order.
Please also refer to the Master Contract Agreements (Article 7, Paragraph K) for this leave provision.
* NOTE: For activities outside the State of Iowa, the employee may file airfare and registration reimbursement request prior to the event and after he/she has paid
with a personal check or credit card. If circumstances prevent the employee from attending the professional leave activity, typically the employee is obligated to
reimburse Grant Wood AEA.
Professional Leave
S I T U A T I O N
A C T I O N
Reimbursement for
professional purchases:
Contracted staff
: To request professional leave monies for eligible purchases,
the employee is to submit a Professional Leave Request online. Employees are
encouraged to submit this form prior to the purchase to have reasonable assurance
the expense will be reimbursed. Upon approval of the request and following the
purchase, the employee is to submit a Professional Leave Reimbursement request
online. Other materials required to process reimbursement include any receipts
or proof of payment, and transcript or proof of completion.
In addition to conference and workshop expenses; professional leave dollars may
also be used to reimburse professional organization dues (except NEA, ISEA,
ECUU and GWEA); license fees and or licensure/certification renewal.
Professional leave monies may be used to reimburse course tuition (courses for
which tuition is reimbursed using professional leave monies, however, cannot be
used for salary schedule advancement). Please see Salary Lane Change–Leave
Guidelines section for information related to reimbursement and coursework
eligibility.
Also, professional leave monies may be used to purchase: professional journals,
books, DVD’s, CD’s and software; professional leave monies available for these
purchases shall not exceed $400 per work year. Professional leave monies may
also be used to purchase approved technology equipment/materials that are not
included in core materials or are not provided/assigned by the Agency for
individual employee use; professional leave monies available for these purchases
shall not exceed $150 per work year. Note: it shall be the employee’s
responsibility to contact the Technology Center regarding compatibility of
approved purchases with Agency equipment. Reimbursement of approved
eligible purchases listed in this paragraph will be treated as taxable income and
payment shall be made through Payroll.
Timeline for submitting
professional leave
reimbursement requests
The purpose of professional leave is to promote professional growth and support
individuals in their roles as Agency employees. Since reimbursement of
professional leave expenses is to be limited to job-related activities only, timely
application is an important consideration for determining the job-related nature of
an expense.
To promote consistency in granting professional leave for job-related purposes as
intended, employees are advised to submit professional leave reimbursement
forms within the following timelines:
•
Equipment and materials - no later than
March 1
, or at least three months prior
to leaving the Agency, whichever is first.
•
Other expenses (including conferences, license fees and professional dues) will
be evaluated on a case-by-case basis – again the
March 1
timeline is an
indicator for determining an expense is job related and as much notice as is
reasonably possible is recommended for submitting application
These timelines, which apply to all contracted staff, help establish the job-related
connection of the expense and improve the likelihood an eligible reimbursement
request will be granted.
Payment for Professional Leave Reimbursements, other than those processed
through Payroll, will be processed monthly, on the 2
nd
Wednesday of the month.
Payment for professional leave activities or professional purchases made more
than six months prior to claim will not be eligible for reimbursement.
For professional leave balance
information
The total amount of the professional leave request, in hours and/or dollars, is not
to exceed the balance available at the time of the professional leave
occurrence/expense. P
rofessional leave balance information is available in the
Employee Self Service (ESS) System.
Purchase Orders
S I T U A T I O N
A C T I O N
When purchase orders are
needed and when they aren’t
Needed:
Not Needed:
•
For all purchases over $10. This includes purchases of all supplies (software,
books, videos, etc.) and equipment (computers, furniture); repairs
(maintenance agreements).
•
If there is not adequate time to process a computerized purchase order and the
expenditure is under $50, employees may seek prior approval from their
supervisor to make a cash purchase up to $50 (excluding food). The
employee may then seek reimbursement on the online claims reimbursement
system and submit a receipt. (See Cash Purchases” and Reimbursement
Claims System in this manual.)
•
Payment of utilities (telephone, gas, electric).
•
Payment of resource agreements. The completed resource agreement must
include the account number and signature of the appropriate
supervisor/management designee to indicate approval.
•
Purchases at the following vendors: Quill, BP gas stations,
Casey’s General
Stores, Storey Kenworthy. An account number may still need to be
provided.
When processing purchase
orders for payment of meals &
nonalcoholic beverages of in-
area meetings/activities where
registration fees do not cover
all food/beverage items
Per guidelines from our auditors, the Agency can provide meal and/or
nonalcoholic beverage service for in-area meetings/activities even when
registration fees do not cover those expenses. However, this can only occur when
more than 50% of the meeting attendants are non-GWAEA employees.
When the administrative assistant processes computerized purchase orders for
food/beverages that fit this criteria, the description portion of the purchase
order should read “meeting expenses” (not food) and must include—
•
the name, date, and purpose of the meeting
•
the number of anticipated GWAEA participants
•
the number of anticipated non-GWAEA participants
Use object code “618” for meal/beverage expenses.
Purchase Orders
S I T U A T I O N
A C T I O N
When processing purchase
orders for payment of meals &
nonalcoholic beverages of in-
area meetings/activities where
registration fees do cover all
food/beverage items
Per guidelines from our auditors, the Agency can provide meal and/or
nonalcoholic beverage service for in-area meetings/activities when registration
fees cover those expenses or when 50% of the meeting attendants are non-
GWAEA employees.
The administrative assistant processing the computerized purchase order will
include a statement of confirmation that registration fees were paid which cover all
meal/beverage expenses (if that is the situation).
The description portion of the purchase order should read “meeting expenses” (not
food) and must include—
•
the name, date, and purpose of the meeting
•
the number of anticipated GWAEA participants
•
the number of anticipated non-GWAEA participants
Use object code “618” for meal/beverage expenses.
When regional employees need
to order instructional
materials and equipment
When any employee requests
technology equipment
Centralized purchasing: For employees assigned to regions, all instructional
materials and equipment are ordered centrally through the appropriate
administrative assistant
. Any exceptions to this procedure must be approved by the
Associate
Chief Administrator.
After the supervisor has approved the technology equipment/software purchase,
actual purchasing occurs by making a request to the technology support center,
(ext. 6738).
When wanting to encumber
funds
The computerized purchase order process is what actually encumbers funds. This
commits the estimated or anticipated expenditure on the purchase order to that
account, even though the invoice has not been paid. When reviewing an account’s
expenditures on the online finance system, the viewer has the option of viewing
the account expenditures with or without encumbrances, depending on the criteria
selected for that screen.
When purchase orders are
encumbered during one fiscal
year (July thru June), but paid
for in the next/new fiscal year
Once the working budgets are set for each account for the new fiscal year,
additional dollars are added to the working budgets of specific line items that will
be expending dollars for the previous year’s encumbrances. This assures that
accounts are not “in the red” before their new year’s expenditures begin.
When proposing purchase of
an individual good or service
costing more than $15,000 and
less than $25,000
Consistent with GWAEA Policies and Regulations, Series 7320:
Administration shall obtain at least three price quotations, if available, and submit
these quotations to the Board with the proposed purchase. Rationale must be
provided if three quotations are not submitted. After the review, the Board may
require competitive bidding to obtain the best value for the least cost.
Purchase Orders
S I T U A T I O N
A C T I O N
When proposing purchase of
an individual good or service
costing more than $25,000
Consistent with GWAEA Policies and Regulations, Series 7320:
Competitive sealed bids (through the public, open bidding procedures) are
required for purchases, other than emergency purchases, for individual goods and
services that cost $25,000 or more.
The purchase will be made from the lowest responsible bidder based upon total
cost considerations, availability of service and/or repair, delivery date, targeted
small business procurement goal, and other factors deemed relevant by the Board.
The Board will enter into contracts as the Board deems in the best interest of the
Agency.
When proposing purchase of
construction contracts
Consistent with GWAEA Policy #7321.
The competitive quote limit is $77,000, so all building or construction projects
over that amount require obtaining quotations from at least two contractors.
The competitive bid limit is $139,000, so projects over that amount require a
competitive sealed bid process and a public hearing on the plans and estimated
cost of the construction project.
Purchase Orders
S I T U A T I O N
A C T I O N
When processing a purchase
order – who does what?
Completes requisition form (form available through administrative assistant)
Signs/initials approval of request for purchase
Enters approved requisition into the electronic purchase order system. Training
on the computerized purchase order system is provided by the accounts payable
technician (ext. 6707). Narrative content should include:
•
Vendor and vendor number
•
Ship to
•
The administrative assistant’s name – Attn field
•
Estimated dollar amount (also cost of shipping, if available)
•
Description of order – with quantity, individual pricing, names, account
numbers divided out as needed.
•
Notation “confirming order” if the order has already been placed
•
Notation to “return white copy” if placing the order yourself. All POs to
credit cards and hotels will not be mailed – white copy will be returned to
originator.
If there are attachments to be sent with purchase order; i.e.: registration forms,
order forms - forward to accounts payable at this time.
Reviews and approves purchase order then electronically forwards to business
services
Prints out purchase orders and emails to preparer/originator. Gives
purchase orders over $1,000 to Director of Business Services.
Approves all purchase orders $1,000 - $15,000. Those over $15,000 are
forwarded to Chief Administrator for pre-approval. They are then reviewed and
initialed. Purchase orders are then returned to accounts payable for distribution.
Sends purchase orders electronically to the finance system.
Separates purchase orders –
-
white copy and any attachments: mailed to vendor, unless special requests
determine white copy to be returned to originator of purchase order
-
pink copy: put in numeric order and filed
-
blue copy: filed alphabetically by vendor in open purchase order file
-
yellow copy: sent to receiving department
-
gold copy : sent back to administrative assistant who originated purchase order
Purchase order numbers cannot be pre-assigned. Computerized purchase orders
will be printed daily, and when submitted through the computerized approval
process, a number will be available after it has been printed.
Employee
Supervisor
Administrative assistant
Appropriate Supervisor
Accounts Payable Technician
Director of Business Services
Accounts Payable Technician
Business Services
Reimbursement Claims System
S I T U A T I O N
A C T I O N
When GWAEA employees seek
reimbursements
For definitions of acceptable mileage, travel, and cell phone reimbursements,
please refer to the GWAEA Board Policies and Regulations - Series #7381A, B,
and C.
Mileage claims are made online by accessing ESS.
The mileage description should include both starting point and destination.
Employees are trained on the online reimbursement claims system process by
support staff or the accounts payable technician (ext. 6707).
Meals and nonalcoholic beverages can be reimbursed for GWAEA employees
during out-of-area travel. Claims for reimbursement cannot include those
expenses incurred within the GWAEA area while traveling to and from the out-of-
area destination. The claim description should identify meal and location.
Meal reimbursements do not require receipts. Instead meals are reimbursed on a
per diem basis based on federal GSA rates. A GSA quick reference can be found
in the reimbursement claims system. The Des Moines GSA rate includes all of
Polk County.
Only meal expenses during out-of-area travel are eligible for reimbursement.
Generally, one day travel outside of GWAEA area is eligible for lunch and snack
reimbursement. Full day meal reimbursement is most appropriate on days when
the staff person is not traveling within the GWAEA area and an overnight stay is
involved.
Deadlines:
Employees should make their claims online and submit receipts to managers by
the last working day of each month. It is important that claims submitted for June
fiscal year end be entered as soon as possible in July. Claims submitted for
expenses that were incurred more than six months prior to month in which the
claim is received by the business office will not be eligible for reimbursement.
Payments:
Managers should approve claims by the third working day of the month.
Payment for approved reimbursement claims is made the second Wednesday of
each month.
When employees make cash
purchases
Please see Cash Purchases in this manual.
Reimbursement Claims System
S I T U A T I O N
A C T I O N
When non-GWAEA individuals
seek reimbursements
Mileage claims for non-GWAEA individuals or companies can be included on
their invoices or listed on their resource agreements. Claims are not made online,
and a separate hard copy mileage claim form is not necessary. (See below.)
When claiming mileage or
miscellaneous
reimbursements for non-
GWAEA situations
GWAEA’s receipt of an invoice (or a hard-copy mileage claim form) from the
non-GWAEA person will initiate payment to them. This needs to be approved by
the appropriate manager and forwarded to business services.
When claiming mileage,
as designated in the
resource agreement
The mileage claim can be included on the individual’s or company’s invoice. No
purchase order is needed. Payment will be made from the information indicated
on the resource agreement and the invoice. These forms need to be approved by
the appropriate manager and the appropriate Director of Teaching & Learning or
Associate Chief Administrator, as applicable.
When seeking reimbursement
data for income tax purposes
Employees should keep a record of their monthly claims and reimbursements for
income tax purposes. Each individual’s historical data for the current year can be
obtained on the online reimbursement claims system. Business services
procedures do not include maintenance of income tax records for each employee.
Resource Agreements / Purchased Service Agreements
S I T U A T I O N
A C T I O N
When paying an individual,
company, or organization for
services provided in a discrete
period of time
Resource Agreements -
A completed Resource Agreement serves as a letter of understanding between the
individual and GWAEA and is used to initiate payment. The signed Resource
Agreement is to be submitted to the Business Office only after services have been
provided.
The Agency makes the determination whether the status of the Resource
Agreement is Employee (paid through payroll) or Independent Contractor (vendor
payment).
•
If employee status, then the Federal and State W-4 forms and I-9
Employment Eligibility forms must be completed and submitted with the
Resource Agreement. Our payroll system will withhold FICA and applicable
federal and state taxes, and the income will be included in W-2 tax reporting.
•
If independent contractor status, then the Independent Contractor and
Centralized Employee Registry forms must be completed and submitted with
the Resource Agreement. The individual is responsible for reporting taxes
and will be paid through accounts payable. If they are paid over $600 in a
calendar year, a 1099 tax form will be provided by the Agency to the
contractor.
Agreements valued at $15,000 or less can be approved by an administrator.
Agreements greater than $15,000 must be approved by the Board of Directors.
Resource Agreements must include the appropriate GWAEA account number.
No purchase order is required for Resource Agreement.
Note: Administrative assistants and executive assistants are provided with
corresponding paperwork that provides details about Resource Agreement
procedures.
Current Agency employees who are instructors for Professional Development
classes will be paid through payroll. Independent contractor status is not
appropriate.
When paying a company,
organization, or an individual
who is an independent
contractor for services
covering a longer period that
will require multiple payments
Purchased Service Agreements -
The Director of Business Services is to be contacted prior to initiation of services.
A Purchased Service Agreement is to be prepared and signed by both parties, as
well as the independent contractor forms (these forms are available from
administrative assistants and executive assistants).
Agreements valued at $15,000 or less can be approved by an administrator.
Agreements greater than $15,000 must be approved by the Board of Directors.
Purchase Order and Invoice – A computerized purchase order is processed as the
services are performed. An invoice from the company/independent contractor
should be forwarded to accounts payable in business services to initiate payment.
Salary Lane Change – Contracted
S I T U A T I O N
A C T I O N
When contracted staff want to
advance their placement on
the Salary Schedule
The Master Contract for Contracted Staff, (Article 8, Salary Schedule Placement,
paragraphs E and F) addresses advancement on the salary schedule.
Additional course credits (semester hours) are to be secured by September 1 of
the contract year, and evidence of the additional course credits are to be submitted
by October 1. Application form for Salary Lane Changes i
s available on the
Agency website.
Employees are advised to complete and submit application along with course
description to their Regional Administrator before taking any coursework. In this
way employees are informed whether the coursework has been approved for lane
advancement purpose. Upon completion of coursework, evidence of successful
completion is to be submitted to the Human Resources Office.
When employees secure enough course credits to advance on the Salary
Schedule, salary changes are presented to the Board at the regular meeting in
October. Once approved by the Board, modified contracts are issued to reflect the
salary change and the change is retroactive to the beginning of the work year.
Note: if sufficient credits and evidence are submitted well in advance of the
contract year’s first pay period (evidence would need to be received in HR before
the 2
nd
Wednesday of August), it is possible the lane change may be considered at
the August Board meeting rather than October, in which case an approved lane
adjustment could be included in the first paycheck.
Guidelines for Eligible Coursework
Criteria for approved coursework to be eligible for lane advancement include:
1.
Course content is considered job related/relevant as approved in advance
by the supervisor.
2.
Course credit is graduate level.
3.
Course credit is awarded by an accredited college or university as verified
by HR
Salary Lane Change - Contracted
SITUATION
ACTION
When contracted staff want to
advance their placement on the
Salary Schedule
4.
Online coursework meets the requirement for regular and substantive
instructor-student interaction. As an exception, correspondence/
self-paced courses through third-party private providers (such as
VESI, Siedow Teacher Education, etc.) may be accepted up to a
maximum of 6 credit hours.
5.
Online graduate credit taken through in-state providers (AEA PD
Online, Drake, Morningside, etc.), where instruction requires some
form of regular interaction, may be eligible on an unlimited basis when
taken directly through the credit-granting institution (and not through
third-party providers).
6.
The lane change request meets provisions of the Master Contract as
approved by HR. Employees may advance up to one lane per year.
Salary Lane Change – Leave Guidelines
S I T U A T I O N
A C T I O N
Professional leave days used
for coursework towards salary
lane change.
Professional leave monies
used for coursework toward
salary lane change.
Coursework taken on Agency
time outside of professional
leave days.
Agency-directed Activities
(when employee wants to earn
credit for salary purposes.)
Coursework taken during TQ
activity.
When professional leave days are used for a course, coursework is eligible for
salary schedule advancement (full-time staff receive up to 3 professional leave
days each year; unused days may carry over to a maximum total of 5 days in one
year).
In addition to utilizing professional leave days, professional leave monies may be
used to reimburse course tuition. Coursework paid with professional leave
monies, however, is not eligible for salary schedule advancement. Some
conferences provide an option to receive course credit. The conference
registration fee may be paid with professional leave monies if the registration fee
is separate from the course tuition.
Coursework taken on Agency time (outside of professional leave days) is not
eligible for salary schedule advancement. If professional leave days are not
available or the staff member does not wish to utilize professional leave days, staff
members may submit a calendar change request to their supervisor in order
to attend courses on non-work days so the course may be eligible for salary
schedule advancement purposes.
Coursework taken during Agency-directed activities may be eligible for salary
schedule advancement if the staff member a) uses professional leave days, b)
elects not to be paid for the time and instead uses non-work days, or c) uses some
combination of professional leave and non-work days.
Eligible expenses related to the activity (such as lodging, mileage, meals, etc)
would be paid by the Agency, since the Agency is directing the staff member to
attend. In these situations, a professional leave request form is submitted to
request professional leave days to be used (no expenses to be paid with
professional leave monies) and an Agency-Directed Travel Request form is
completed for the Agency expenses to be paid (lodging, mileage, etc.).
For non-work days, the supervisor is to note on the Agency-Directed form that per
diem payment (salary) is not approved.
Coursework taken during an approved TQ activity may be eligible for salary
schedule advancement if no TQ monies are used for course tuition and the staff
member is not paid a TQ stipend for the activity. TQ conference registration fees
may be paid with TQ dollars if the fee is separate from course tuition.
Supplies
S I T U A T I O N
A C T I O N
When ordering instructional
supplies for employees
assigned to regions
The purchase of instructional supplies for region employees has been centralized.
Please refer to purchase order section of this manual.
When ordering office supplies
In-house paper supplies consisting of envelopes, forms, paper, and pads are
ordered through Creative Services online ordering system.
Office supply needs that are not available through Creative Services can be met
in these ways:
•
Office supplies are to be purchased through the state-wide co-op vendor
(Quill). Administrative assistants enter orders via the vendor’s system. When
supplies are delivered, the mail/receiving clerk notifies the administrative
assistant that the supplies have been received and are in the mailroom for
pickup.
The administrative assistant compares the packing slip from the box with the
copy of the order that was placed to verify if all items were received. If all
items received, the copy of the packing slip and the copy of the order should
be sent to the accounts payable technician for payment.
If it is a partial order, the administrative assistant makes note of which items
were received or backordered on the packing slip. The packing slips and a
copy of the order are sent to the accounts payable technician in the business
services office.
•
Employees may purchase office supplies by following the purchase order
process found in this manual.
•
If there is not adequate time to process a computerized purchase order and the
expenditure is under $50, employees may seek prior approval from their
supervisor to make a cash purchase up to $50 (excluding food). The
employee may then seek reimbursement on the online claims reimbursement
system and submit a receipt. (See “reimbursement claims system” in this
manual.)
Temporary / Substitute Employees
S I T U A T I O N
A C T I O N
When a supervisor wishes to
hire a temporary/substitute
employee
•
A Request to Hire a Temporary/Substitute form is available from the
Agency’s website. The form is to be completed by the supervisor and
submitted to the appropriate Director of Teaching & Learning or
Associate Chief Administrator, as applicable.
•
Upon appropriate Director of Teaching & Learning or Associate Chief
Administrator approval, the supervisor may proceed in hiring a
temporary/substitute employee. The supervisor may either post/advertise the
position or may consider an existing pool of potential candidates without
posting/advertising.
•
Temporary/substitute employees must meet the minimum qualifications of
the position, including a valid license as applicable.
•
Temporary/substitute employment is subject to a satisfactory background
report for all positions that provide direct service to children/students. Before
the temp/sub provides service, the supervisor is to submit to the HR office a
request for a background report to be completed.
•
Temporary/substitute employees projected to work 10 days or more are to be
presented to the Board for approval. The HR Office obtains pertinent
information for Board presentation from the Request to Hire a
Temporary/Substitute form.
•
Temporary/substitute pay for classified and contracted positions is calculated
at Step 1 of the appropriate Lane or Classification if approved by Board,
otherwise paid at the current substitute system rate.
•
Temporary/substitute pay for former employees is set at either the per diem/
hourly rate held at the time of separation of employment or at Step 1 of the
current Lane or Classification, whichever is higher. If the
temporary/substitute is projected to work more than 19 days, an additional
amount will be paid based on the salary/wage increase of the relevant
employee group, up to a maximum total increase of 3%.
•
The required employment/payroll forms (State W-4, Federal W-4, I-9,
Emergency Card, and temp/sub calendar) are generally sent by the HR Office
to the temp sub employee following Board approval.
•
The supervisor or supervisor’s administrative assistant is to provide the
employee with GWAEA paper timesheets. Hours worked by the employee
are to be recorded on the timesheets and submitted to the supervisor for
approval on a weekly basis. (See payroll section for further information
regarding timesheets.)
•
Temporary/substitute employees are not to work more than 90 days in the
same position for contracted positions and 600 hours total for hourly
positions.
Training, Mandated
S I T U A T I O N
A C T I O N
When employees are required
to complete mandated training
Employees are informed upon hire of the trainings that are required for their
positions. All new hires are required to complete the Bloodborne Pathogens and
the Right to Know training within their first 10 days of employment. Those
positions providing direct student services also require the Mandatory Reporter –
Child Abuse, Mandatory Reporter – Dependent Adult
Abuse, Seclusion &
Restraint overview, ACES, and Suicide Prevention/Postvention within the first
10 days of employment.
These trainings are available online through the AEA PD Online Training System.
Instructions for accessing the trainings are provided at orientation or are available
from the Professional Development office, (ext. 6771).
The Professional Development office issues reminders for updating trainings when
required.
Vending Machines
S I T U A T I O N
A C T I O N
When money is lost in a
vending machine, or a
vending machine is not
working properly
6
th
Street Facility - See receptionist.
The receptionist is not able to give reimbursement of money lost in vending
machines. Information for a refund is available on the machine or at the front
desk. The vendor will respond in a timely manner.
Southern Facility and 33
rd
Avenue sites– See an administrative assistant in the
office.
When needing change
There is a change machine located in the Southeast break room at the 6
th
Street
facility and vending machines are capable of giving change in various amounts.
Agency offices do not keep extra cash on hand for making change.
Some of the machines also have a credit card option.
Worker Compensation
S I T U A T I O N
A C T I O N
When an employee is injured
while working
Notify supervisor and business services (administrative specialist -
payroll/benefits) within 24 hours of the injury. Explain circumstances
surrounding the injury.
Complete
an Injury & Illness Incident Report form and submit it to the
payroll/benefits specialist within 24 hours of the injury. Seek medical attention, if
necessary. While the Agency does not have a company doctor or facility that
employees are required to see, the carrier
advises employees go to an occupational
health clinic for evaluation to facilitate timely communication and processing of
claims. Notify health care provider that the condition is work related. All medical
claim
forms, physician notes, etc. should be sent to business services, which will be
forwarded
to the worker compensation carrier. Area clinics include:
• St. Luke’s Work Well Clinic
830 1
st
Avenue NE
Cedar Rapids IA 52402
319-369-8153
• Mercy Occupational Health
269 No. First Avenue
Iowa City IA 52245
319-339-3921
• Mercy Care Occupational Health at Prairie Creek
777 – 76
th
Ave. Drive SW
Cedar Rapids IA 52404
319-558-0342
Worker compensation claims are subject to approval/denial after the carrier
conducts an investigation.
Denied worker compensation claims may be submitted to employee health
insurance carrier for payment.
