Business Matters

1. Business Matters • CeJe’ Hearn – Accounts Payable and Board Agenda and Minutes • Melissa Lyon - Purchasing, Inventory, and Webmaster • Sandra Lester - Payroll

2. Board Meeting and Agenda Information Board Meetings occur at least once per month. Meeting dates are available by calling the central office, are posted on the door of the central office, or regular meeting dates can be found in the minutes of the last month’s meeting which are posted on the website.*

3. Board Meeting and Agenda Information How can I submit matters for the board agenda? All non-school items to be included on the board agenda must be submitted in writing by the 10th of the month and must include the name of the individual submitting the information. All school-related items; for example, commendations, field trips, or coaching assignments must be submitted with approval by the principal by the 10th of the month and must come from the principal or his/her designee. Send to chearn@winstonk12.org

4. Central Office Purchase Orders • Purpose of Purchase Orders • School System • Budgeted Expenditure? • Funding Available? • Allowable Purchase? • Bid Requirements? • Vendor • Established the Tax Exempt Status of the Purchase

5. Central Office Purchase Orders* • Complete Vendor Information • Complete Quantity, Description, Cost • Get any necessary local school signatures • Send to Melissa Lyon • Melissa will then verify budget, bid law compliance, availability of funds, and get Mrs. Reed’s approval • Once the number and date are assigned, order will be placed.

6. Invoice Approval • Once items are received, you will get a copy of the invoice. • Were all items received? • Were all items in good condition? • What is the invoice due date? • Were all discounts as agreed upon? • Is there a “pay-by” discount? • Were all coupons credited? • Did I receive free shipping if guaranteed?

7. Invoices Sign invoice and send to principal Principal will sign and send to Central Office in school mail. Ensure that invoice is signed and returned ASAP, but at least 3 days prior to due date. Checks are run on the 10th, 20th, and 30th or last week day prior to those dates if they fall on weekends or holidays.

8. Inventory Additions • Inventory items are added as they are purchased throughout the year. • Information is pulled from invoices by local school bookkeepers for locally purchased items. • Information is pulled from invoices for centrally purchased items. • Donated items should be added by using the form on the website.*

9. Inventory Procedures • Inventory Reports are at your local schools now. • They should be checked and returned to your local school office. • All reports are to be sent together from your school by September 30. • Consider this Open Enrollment for Inventory. Use only the paper reports while you have the reports in your possession. Once you turn in your report, then use website forms for additions, deletions, and transfers.

10. Inventory Disposal • Check first with other schools to see if they can use the items. If so, use the transfer form and transfer them. • Use the website form to communicate disposals to the Central Office. • Send items to your school’s inventory “recycling area”. • You will be notified when you have permission to dispose of them.

11. Remember • If your building was to be destroyed or damaged, inventory records document what we have for insurance purposes.

12. Travel Reimbursements • Ensure that you have an approved Professional Leave Request Form *-“Green Form” at least 10 DAYS PRIOR to your scheduled travel date. • Ensure that you have submitted both the Green Form and the Travel Expense Form* that are on the website. These are the forms approved by the board. • No travel advances will be given to personnel.

13. Travel Reimbursements For What May I be Reimbursed? -- Travel: Current rate is $0.50 per mile. -- Lodging: Rooms should be shared when possible, but only 1 person will be reimbursed for the room. If room is shared with a non-employee, reimbursement rate is at single rate only. -- Parking – itemized receipt required -- Meals – itemized receipt required

14. Travel Reimbursement What are the rules for meal reimbursement? 1. Employee meal should be on a separate receipt. 2. Receipt must be itemized and no summary credit card, or signature receipts will be reimbursed. 3. Receipts must be original. No copied receipts will be allowed.

15. Travel Reimbursement Meal Reimbursements Continued: 4. Meal receipts should be labeled breakfast, lunch, or dinner. No snacks or extra meals will be reimbursed. 5. Meals will only be reimbursed on overnight trips. 6. Tips may be reimbursed but only at the customary 15% rate.

16. Submission of Travel Claims Travel claims must be submitted by the last working day of the month in which travel occurred. DO NOT HOLD CLAIMS in order to submit multiple claims in one month. Do not fax travel claims. Only originals will be accepted. Travel checks will be run on the 10th day of the month and will be delivered in school mail the next working day.

17. Payroll – Source Documents • Sign-In Sheets • Present or Absent, Time of Arrival and Departure, and Type of Leave if Absent • Substitute* • Please remind your sub to sign in • Still $55.00/day • Principal’s Report • Bookkeeper lists your days absent, type of leave, and date • Principal approves • Sandra keys payroll from this report

18. Payroll – Source Documents • Deduction Forms • Cafeteria Plan (deducted before taxes so we must follow IRS guidelines) • Change – During Open Enrollment • Cancel – During Open Enrollment • Add – During Open Enrollment • Non-cafeteria Plan (deducted after taxes) • Change – January or September, except AEA sponsored plans which can be changed anytime. Must be to payroll by 5th of the month. • Cancel – 30 day notice to payroll by the 15th of month • Add – Payroll following receipt of authorization

19. Payroll – Source Document • Professional Organization Dues • Change – No • Cancel – By September 15 of each year • Add – When list comes from organization • Deducted from your check in 10 payments • October through July • Tax Rates • W-4 for federal taxes • A-4 for state taxes

20. PEEHIP Information • Open Enrollment – Paper form ends August 31, 2010 • Open Enrollment – Online ends September 10, 2010 • Effective date – October 1, 2010 • Your September check will reflect changes made. • PEEHIP must communicate with you, not us, regarding your information. • 1-877-517-0020 or www.rsa-al.gov*

21. PEEHIP Changes • New PEEHIP insurance cards will be mailed to your home address. Make sure PEEHIP has your correct address. • Current cards must be used through 9-30-10. • New cards must be used starting 10-1-10. • New Med Impact cards will replace Express Script as pharmacy effective 10-1-10.

22. PEEHIP Changes • Check your individual situation and determine what is most cost effective for you. • Combined allocations will phase in over 3 years to the regular rate. • Year 1 – 10/1/10 – 9/30/11 - $59.00 • Year 2 – 10/1/11 – 9/30/12 - $118.00** • Year 3 – 10/1/12 – 9/30/13 - $177.00** • **Assume no other rate increases. • Regular Single coverage will be $15.00 • Regular Family coverage will be $177.00 • Dental Plan will be $45.00 for family and $38.00 for single. Cancer, Indemnity and Vision Plans remain $38.00. • Tobacco surcharge - $27.00

23. PEEHIP Flexible Spending • Open Enrollment ends September 30, 2010 for paper and online versions • Changes will be made on October check. • Effective 11/1/10.

24. Payroll – Leave Days • Sick Leave • Earn one day for each month of contract • 9 month – September through May • 10 month – August through May • 12 month – July through June • Days can accumulate toward retirement credit • Sick Leave Bank* • Deposit 5 days – when newly hired or at start of school year if you are not a current member • May borrow 10 additional days* • Repaid at rate of 1 day per month as days are earned • May donate or receive days for catastrophic events

25. Payroll – Leave Days • Personal Leave • Less than 10 years of service in Winston County Schools • 2 days at no cost to you, 3 days at substitute cost • 10 years of service in Winston County Schools • 3 days at no cost to you, 2 days at substitute cost • 15 years of service in Winston County Schools • 4 days at no cost to you, 1 day at substitute cost • 20 years or more of service in Winston County Schools • 5 days at no cost to you

26. Payroll - Vacation • Only 12-month employees earn vacation • May carry 2 days forward from previous year if not used • Earn 10 days of vacation time/year • Superintendent approves vacation day schedules

27. Payroll – Temporary Leave* • Professional Development (Green Form) • Used for an activity where you are engaged in a learning activity • Must be approve prior to the activity • Travel cannot be reimbursed without approval in the section on this form • Fill in completely stating who pays for what and get all necessary signatures • School Activity Leave (White Form) • Used for an activity where you are away from school on school business, but not engaged in a learning activity • Must be approve prior to the activity • Travel cannot be reimbursed without approval in the section on this form • Fill in completely stating who pays for what and get all necessary signatures • Must send check to cover costs of sub, travel, etc.

28. Payroll – Unpaid Days • If you are absent and do not have any of these types of leave available, you will be docked at your DAILY rate of pay. • Ex – 1st year Bachelor’s teacher $36,144/187 days = $193.28 • Ex – 20 year Master’s teacher $51,012/187 days = $272.79 • You are not docked substitute rate.

29. Payroll – Extra Duty Pay • Contract Prior to Work - Ex – Gatekeeper for Ballgame • Signed by Mrs. Reed • Local School or Organization Sends Funds to Central Office • Bookkeeper will calculate and send check • Gross Pay Plus Required Employer Match • Retirement – 12.51%, SS – 6.2%, MC – 1.45%, UC - .05% (changing to .11% 10/1/10) • Example • $100 gross pay to you (w/h taxes will compute on this amount) • Retirement -$12.51, SS - $6.20, MC $1.45, UC - $.05 Total Check to Central Office - $100.00+12.51+6.20+1.45+.05= $120.21

30. Payroll – Extra Pay • Cannot be paid for doing two things at one time. • Example – Teacher who drives field trips during school day • Temporary Activity Leave - Can drive and activity can send payment for sub to Central Office – Teacher does gets regular day’s pay but no bus driver field trip pay • Personal Leave – Teacher can be paid to drive the field trip, but must take personal leave day

31. Payroll – Check Stubs • Gross Pay • Deductions • Taxes • Leave Balance • Check your sign-in sheet first, then… • Check with local bookkeeper to see what the Principal’s report stated, then… • Call Sandra Lester. If there is an error to be corrected, it must be done by the 10th of the month.

32. Payroll - Checks • Check are sent to the school where you sign in on the day of payday. This is typically the last weekday of the month unless the Board approves an earlier pay date. • If you want your check sent to a different location or held at the Central Office, please contact Sandra Lester at least 3 days prior to pay day.

33. Catastrophic Leave • Must exhaust all leave available to you before using catastrophic leave. • Must be a member of sick bank to donate or receive • Must have doctor’s certification of catastrophic event • Submit to Mrs. Reed for Board approval • Any days donated to you become your sick leave days to use during your catastrophic event.

34. Family Medical Leave • Must have been an employee for at least 12 months. • Up to 12 weeks (60 days) of unpaid leave for qualifying events. • Must be certified by a physician. • Board portion of insurance is paid, but your must still pay your portion.

35. Leave of Absence • Unpaid leave • Board portion of insurance is not paid • Does not count as experience for salary steps • Must be Board approved • For up to 1 year • Not guaranteed to return to the same job location.

36. Things to Consider • Unpaid days affect your retirement • you must work at least half the contract days to gain credit for the year • Retirement contributions and employer match are reduced if your gross pay is reduced • Unpaid days can affect your insurance out-of-pocket costs • Unused personal leave days can roll over to sick leave days at end of year, or you can be paid substitute rate for unused free personal leave days (others roll) • Sick leave counts as time toward retirement credit.

37. Website • Forms and Documents • Employee Section • Questions • Sections

38. Thanks! • Call or email if we can help you.