Transcript Employee Procedures - Home - Chamberlain School District

Employee Procedures
Chamberlain
School District 7-1
2014-15
WHITE HOUSE
Purchase Order
• Used for any purchase from a vendor
outside of Chamberlain
• Fill out completely--Fax number if available
• Must be on computer voucher template
• Need template [email protected] and she will
send it to you)
Purchase Order
• Must be approved by Building Principal
• Send to Business Office
• No call in orders--No preview orders
without a purchase order( PO# for tracking)
• Any Purchase Order not completed
correctly will be returned for correction
Progress of Purchase Order
• One copy will be e-mailed back to Building
Principal and one copy to the Teacher
• When contacting the Business Office with
questions concerning a P. O. you must have
the purchase order number
Reimbursements
• Use Voucher Template for:
– registrations (include form and route to Donna)
– mileage reimbursement (School Board Policy)
• See Travel Allowances Sheet
• 1/2 rate if own car used with school vehicle available
– meals/rooms/lodging
– for services provided outside of approved job
description (will go through normal payroll)
– substitute teaching
Reimbursements
• White in color
• Vendor Box--Fill out completely
– Who-this is who is to receive the payment
– What, When, Where and Why-include in Description Box
• Sign the claimant line only if payment is to you!
• Give to Principal/Director
• Submitted to Business Office-should be submitted (typed)
on the voucher template.
• They will be processed and a check will be written
• Any Voucher not completed correctly will be returned for
correction
Trust/Agency Voucher
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Used to request funds from Activity Accounts
Fill out completely
Submit to Business Office
Processed and a check will be written
Turn in no later than 4:00 PM Wednesday to
receive a check on Thursday.
• Any Voucher not completed correctly will be
returned for correction
Local Purchase Order
• Used on any approved purchase during the
current school year– local only
• Each Secretary has a book
• Fill out completely including club name
– identification on invoice
• Must be approved by Principal/Director
• Local vendors have been told to not charge
if no P. O.
Receiving Materials at School
• Materials received by the district at our
address will be checked for a purchase order
• Materials will be checked in and sent to the
appropriate person
• Personal items should not be received by
the school
• Any item ordered (including previews &
free items) without a purchase order
number will be returned!!!
Use of Fax Machine
• Faxes are received and sent by the Business
Office--Fax Number 234-4479
• Faxes received will be put in the appropriate mail
box and routed to the appropriate person
• If you are waiting for a fax, please check with the
Business Office
• A Fax Machine has been placed in the High
School Principal’s Office. You are not allowed
to fax out a P. O. from that fax line.
Travel Authorization Request
Forms
• As soon as you are aware of the need for a
vehicle--Fill out form and submit to principal
• All regularly scheduled athletic transportation will
be handled through Mr. Hargens
• All other transportation will be handled through
the principal
• You will receive word back from Business Office
on availability of vehicle
Travel Authorization Request
Form
• In emergency situations, you may call but you
should still follow up with the proper form.
• A check of your request with the Business
Office would be advisable a few days before
the trip. Vehicle Use Log can be viewed under
Public Folders in Outlook (Vehicle Use)
Travel Arrangements
• Always fill out form with proper times and
dates-include when you will pick up and
return vehicle
• Contact Business Office if a cancellation
occurs
• Return vehicle promptly--others may need
the vehicle immediately
Travel Arrangements
• Return keys and credit cards to office on
return. If closed put in key drop in door of
White House
• Please fill with gas (Burke’s Sinclair) and
clean out garbage. Report a dirty vehicle to
the Business Office
• Only authorized school personnel should
drive vehicles and notify police and
administration of any accident situation
Travel Arrangements
• Report any maintenance needs to the
Business Office
• The school vehicles are in constant use and
put on many miles--Please take care of them
• You will find school vehicles in the Parking
Lot located west of the Administration
Building (White House) on Kellam Avenue.
Use of Facilities
• Any type of facility must be scheduled through
Donna in the White House.
• The master school calendar is located at the White
House. Please contact Donna if any changes are
needed.
• Calendars can be located and viewed under Public
Folders in Outlook (Master Calendar)
• If you want an item included contact her before
the 20th of the previous month.
Handling Money
• All money collected for school purposes
should be processed through the Business
Office. A cash reconciliation form must be
completed.
• Activity supervisors should collect all
money from students and then turn into the
Business Office.
Handling Money
• If your club is handling concessions pick up
the money box at the White House the day
of the event or make other arrangements.
• Money can be returned by the administrator
on duty. In rare cases, the supervisor can
return it the next morning.
Request for Leave
• Obtain a Leave Form
(http://www.chamberlain.k12.sd.us/Administration/Employee Forms)
• Fill out completely and return to the Building Principal
• Building Principal will process and send to the
Superintendent
• Superintendent will process and return copies to the
Building Principal and Teacher
• Please see the 2014-15 Negotiated Agreement for more
information
(http://www.chamberlain.k12.sd.us/Administration/Negotiated
Agreement)
Request for Leave
• Please make request ASAP--All leaves are
subject to negotiated policies and
availability of substitutes.
Professional Growth Plan
**
SLOs
Student Learning Objectives
**
…and a record of meetings, workshop, and trainings
you participate in during the school year.
Course Permit Form
• Any credit hours taken to be applied as a
educational advancement or used for state
certification must have approval from the
superintendent.
• A Course Permit Form can be found at
(http://www.chamberlain.k12.sd.us/Administratio
n/Employee Forms).
Tuition Reimbursement
• Obtain the required form at
(http://www.chamberlain.k12.sd.us/Administration/Emplo
yee Forms)
• Complete Part A
– Submit with Course Permit Form for approval
• Complete Coursework
• Complete Part B
– Submit with voucher, receipt, official transcript and
Professional Development Report Form (optional)
National Convention Attendance
• Obtain the required form from your Building Principal
• Complete Part A
– Submit for approval with Professional Leave Form to your Building
Principal
• Attend Convention
• Complete Part B
– Submit voucher with proof of payment for: registration, airfare, lodging
and any miscellaneous expenses (tips are excluded and not reimbursed).
No receipt is needed for mileage and meals. Submit Professional
Development Report Form (optional)
• National Convention for the 2014-15 school year.
Limited availability.
Staff Development Form
• Any staff member attending any professional
development activity should obtain
(http://www.chamberlain.k12.sd.us/Administration/Emplo
yee Forms) and complete the form
• Each month a drawing will be held for a gift
certificate for $25.00 redeemable @ School
Specialty or Barnes & Noble.
• Thank You for your commitment to life-long
learning and school improvement!
To Receive Educational
Advancement
• Proof of a salary change based on additional
hours earned rests with the teacher.
• Copies of all transcripts must be on file in
the Office of the Superintendent.
• To be eligible for a contract amendment the
Request for Educational Advancement
Form
(http://www.chamberlain.k12.sd.us/Administration/Employee Forms)
must be presented to the superintendent
prior to September 1 of the school year.
Fundraising Policy
• School Board Policy KI/KJ
• Only with formal authorization
• Application filed with the Building Principal
(http://www.chamberlain.k12.sd.us/Administration/Emplo
yee Forms)
• If raising more than $1000-Superintendent must
approve.
• All Non-School Sponsored Groups encouraged to
use application process.
Employee Forms
All forms you may need to can be found
online at
http://www.chamberlain.k12.sd.us.org/Adm
inistration