Human Resources and Finance

1. Human Resources and Finance August 15, 2012

2. Sick/personal leave • Full Time Employees are allocated 1 sick/personal day for each month employed: • 12 month employees receive 12 days • 11 month employees receive 11 days • 10 month employees receive 10 days • Non-hourly Part Time Employees are allocated ½ sick/personal day for each month employed: • 12 month employees receive 6 days • 11 month employees receive 5 ½ days • 10 month employees receive 5 days • Can be used for: • Medical appointments • Employee illness or illness in the employee’s family • Periods of temporary disability • For the birth/adoption of a child will be treated the same as any other temporary disability • Death of close friends and family • Court appearances for personal matters

3. Sick/Personal Leave • Can not be used: • While on leave without pay • Doctor’s notes are needed: • For absences that are 3 days or longer • For absences that are the day before or after a scheduled school break/holiday. • Employees absent in excess of accumulated sick/personal leave will have their salary reduced by their daily rate. Which is based on the total number of working days and paid holiday for the employees classification. • Unused sick/personal time will be rolled over to the following school year and can be accumulated indefinitely. • Upon separation of employment: • If an employee separates from service before earning all sick/personal days used, deductions will be made from the final check for the total unearned leave time used. • Pay for unused sick/personal leave will not be allowed.

4. Sick/Personal Leave • Notice and Planning • Employees should give at least 5 business days notice for scheduled medical appointments. • Employees should give at least30 days advance notice of plans to take sick/personal leave for medical or surgical procedures. • Leaving Early or Coming in Late • With prior approval from the Principal, employees can come in 1 hour late or leave 1 hour early without using any sick/personal leave time. • Employees must complete a “Request for Time Off Form”, and turn it into Abby Bottoms, for the Principal to review. • Requests to leave early or come in late should be given to Abby at least 5 days before requested time off. • If an employee needs more than 1 hour, they must take a half day. • Leaving campus during the school day requires prior approval from administration. • Employees must use the jiffy pass when they leave campus during the school day.

5. Vacation Days • Full time 11 and 12 month employees earn the following vacation days: • 11 month employees are allocated 5 vacation days • 12 month employees are allocated 10 vacation days • Vacation days can not be taken while on unpaid leave. • If an employees separates from service before all vacation days are used, deductions will be made from the final paycheck for the total unearned vacation days used. • Pay for unused vacation days will not be allowed upon separation of employment. • Employees should give at least 2 weeks notice when planning on taking vacation days. • Vacation days will not accumulate from year to year.

6. Educational/Professional Leave Civic Responsibility/Service • With prior approval from administration employees can be absent for the following activities with out having to take sick/personal leave: • Professional development/educational seminars • Duties associated with professional associations • Jury duty • Attend the funeral of a school child or their parents to represent the school. • Court attendance related to their official duty at Carolina International School.

7. Substitute Teachers • We make every effort to hire certified teachers to serve as substitutes at the school. • All substitutes attend an orientation session with the Principal prior to substituting on campus. • Substitutes needed for: • Absences with prior approval: • Teachers may request a particular substitute. All efforts will be made to fill that request. The same goes for a substitute that you do not want in your class. • Do not approach substitutes directly about covering for your absence. • Same day absences: • Notify Abby, as early as possible. Calls after 6:30 am should only happen on an emergency basis. • Numbers to call: • CIS cell phone: 704-773-2890 • Abby’s home number: 704-436-9320 • Direct contact with Abby is required.

8. Health Insurance • Changes to your existing plan can only be made during the annual open enrollment period or for certain life changing events. • The following information can be found in the Human Resources folder on the Forms drive: • 2012 – 2013 benefit booklet for the 70/30 plan • 2012 – 2013 benefit booklet for the 80/20 plan • 2012 – 2013 rate comparison chart • 2012 – 2013 benefit comparison chart • Upon separation of employment, group health insurance benefits terminate at the end of the month of your final paycheck. • COBRA information will be mailed directly to you from the State Health Plan. • Changes to information are on-line at: http://cis.hrintouch.com • General information can be found at: http://statehealthplan.state.nc.us

9. Dental Insurance • You can sign up for dental insurance at any time. However, you will have extended waiting periods if you sign up after your first 30 days of employment. • Waiting periods can be waived, if you have had a life changing event and have proof of prior dental coverage for the last 12 months. • The following information can be found in the Human Resources folder on the Forms drive: • Current rates effective 5-1-12 • General benefit information • Dental booklet • Upon separation of employment, group dental benefits terminate at the end of the month of your final paycheck. • COBRA information will be mailed directly to you from BCBS – Dental Blue Select. • Changes to personal information and/or your plan need to be reported to BCBS – Dental Blue Select. See Abby Bottoms for the necessary paperwork.

10. North Carolina Teachers’ and State Employees’ retirement system • Carolina International School participates in the NC Retirement System. • The NC State Retirement System no longer mails annual statements. You can login into ORBIT on the North Carolina Department of State Treasurer website to see your individual account details. • Make sure you update your beneficiary information as circumstances change using the ORBIT system. • The current Teachers’ and State Employees’ Retirement System Handbook can be found in the Human Resources folder on the Forms drive. • Additional retirement savings options are available through the State Retirement System. Contact Lorraine Rodriguez at 704-987-0468 for additional information on the supplemental retirement plans.

11. AFLAC and Flex Spending • Aflac • We offer a variety of benefits to employees through Aflac, accident, sickness, intensive care, critical care and recovery, cancer, vision and short term disability. • Benefits can be changed annually during the open enrollment period. • Aflac questions can be directed to our agent, Paul Ellis, 336-567-0222. • Flex Spending Accounts • Carolina International School now offers Flex Spending Accounts. • If you are interested in learning about the new benefit, please sign up for the webinar that will held August 21, 2012 at 3:00 pm.

12. Travel Reimbursement • Prior to scheduling any training workshop or professional development the Principal will approve which expenses are to be reimbursed for the particular event. • Approved reimbursements may include any of the following: • Registration fees for the workshop • Mileage - $.50 per mile. If multiple employees are going to the same workshop, car pooling is required. • Meals – can be reimbursed on the lesser of actual cost or $24 per day. • Hotel – cost of the room. If multiple employees are going to the same workshop, they may be asked to share a room. • The following expenses will not be considered for reimbursement: • Meals - gratuity and alcoholic beverages. • Hotel - in-room moves and hotel charges for use of their gym, massage services, sauna facilities and laundry services. • Expense Reports • Must be accompanied by a valid original receipt • Must be submitted within 60 days of incurring the expense • CIS reserves the right to withhold reimbursement while investigating expense report items. • Submitting fraudulent receipts or falsifying expense reports will result in loss of your reimbursement privileges.

13. Field Experiences • Field experiences are self funded school activities. • Day experiences must be entirely funded with money collected from students and chaperones attending the field experience. • Fundraising activities may be used to help offset the cost of overnight field experiences. • All fundraising activities need administrative approval. • The total cost of a field experience includes: • Admission fees • Gas for the bus • Payment for the driver • Substitute teachers, if needed • Collecting money • All money collected must be turned into the Finance Manager, in the money bag provided, with a receipt. Teachers can turn in individual receipts or one receipt for the total amount that ties back to a master list. • The Finance Manager will verify that the amount of cash/checks balances to the amount of the receipts and return the money bag with a tape receipt for the teacher. • We will be going to a three part receipt soon. • Money bags must be turned into the Finance Office daily – do not keep money in your room. • Do not send students to the office with money bags • Receipts: • Be specific when completing the reason on the receipts. “Field Trip” is not a valid reason. • Forms are located in the Filed Trip folder on the Forms drive.

14. Field Experiences Timing of Financial Components: Trip Date August 30th. • Aug. 7th – all money collected and turned into the Finance Office • Aug. 13th – notify Finance Office of the checks needed to take on the trip. • Aug. 24th – checks will be at the school ready for the trip

15. Fire Marshal Visits The Fire Marshal will look for the following things when he comes for his inspections: • Pathway to the doors is clear with no tripping hazards. • The pull stations are easy to access. • Extension cords are not being used for permanent wiring. • No microwaves and coffee pots in rooms • Stuff stacked too close to the ceiling • Too much paper on the walls • No paper hung within 6 inches of the fuse box. • Exit signs and emergency lights work properly.

16. Odds and Ends • I need all teachers in grades 2 – 5 to email me the number of student desks and chairs they have in their rooms. • Copy codes – only people in building 17 are programmed to use the machine behind Judy. All other staff members must use the teacher workroom in building 19. • Make sure you have signed or completed the following: • Blood Borne Pathogens attendance sheet. • Emergency phone tree information sheet. • Flex Spending sign up sheet, if interested