ARCH FORD EDUCATION SERVICE COOPERATIVE Staff Meeting 2011

ARCH FORD ESC FY 2012 Operating Instructions

Purchase Order You must have a PO to purchase. Your PO must be filled out before it will be approved. Stephanie will approve all PO’s. Kimberly will approve the PO’s if Stephanie is not available. You must file your approved PO in the front office PO book. A credit card will not be checked out to you if your PO is not properly executed.

Employee Leave Do not take off before or after a holiday without prior permission from your Supervisor and Mr. Young. Vacation must be submitted before it is taken. Sick leave must be submitted 48 hours after returning to work. If you are going to be out with an illness for an extended period of time, please notify your supervisor and Stephanie in the business office.

W-9 IRS rules state that we must have a current W-9 on file every calendar year for every service provider. We require a new W-9 January 1 st

Receipts Please use the shown purple sheet to turn in all credit card receipts that are small and may become lost. If you have a full sheet receipt you do not need to use the purple sheet.

Meal Receipts You must have an itemized meal receipt. NO TIPS NO ALCOHOL Write the name of the workshop attended, date, sign and code. Meals can only be reimbursed if you are required to stay overnight for the workshop.

American Express American Express is to be used for travel purposes only. Meals Hotel Car Rental Air Fare Baggage fee for 1 bag only Any other charges must be approved by Mr. Young American Express bill and receipts must be turned into the business office no later than the 5 th of each month.

Other Credit Card Receipts Office Depot Wal-Mart Kroger Receipts must be turned into the business office on or before the 20 th of each month. Please follow the PO and Coding rule with your receipts. (You must have a signed PO to purchase, and you must sign and code all receipts.)

Workshop or Membership Registration When turning in workshop or membership registrations you must make a copy of the form, sign and code the copy, put the original in an envelope, and attach the envelope to the copy before you turn it into the business office. When paying a Participant or Instructor please use the Workshop Reimbursement Form. We need an all inclusive bill so please do not separate out travel or other fees. See next slide for an example

Workshop Reimbursement Form Correct FormIncorrect Form

Travel Travel must be turned into the business office by the 5 th of the month to guarantee payment by the 10 th. The travel form is online and we encourage you all to use this tool. If you need to be reimbursed for other things you have purchased during the month, please attach those receipts to a piece of paper and attach to the travel cover sheet along with your mileage sheet.

Travel Cover Forms Use this cover sheet when turning in your monthly travel and other expenses that you need to be reimbursed for. If you do not travel or if you have a large out-of-pocket expense you may turn the receipt in with this form to be reimbursed.

We have a 10 business day turn-around to get checks out - 10 days from the time the invoice is turned into the business office and all documentation and coding is correct. We have a pay process that is never finished which consists of prepping, entering, printing and mailing so when you submit a late bill, remember the 10 business day rule.

If you have a special circumstance that requires a check before the 10 day deadline, please SPEAK with Stephanie, Amanda or Kimberly to let us know what your situation is and we will do our best to fit your request into the ongoing payment process. Please be aware that there are times that we do not have control over some things like, power outages, check signers out of the office and APSCN being down.

The first 2 days at the beginning of the month, accounts payable cannot be processed because the Bank Statement must be balanced and the period changed before any AP can be processed. The first 2 weeks in July AP cannot be processed until I have changed our Fiscal year over. The first 2 weeks in January AP cannot be processed until the W-2’s and 1099’s are balanced and printed and the Calendar year has been complete.

Thank you for helping everything run smoothly by following these guidelines!

POLICY CHANGES In the event of the death of an employee’s spouse, children, grandchildren, parents, step-parents, siblings, parents-in-law, grandparents, or in cases where the employee or spouse is the primary caregiver of the deceased; a maximum of three (3) days may be used by the employee for bereavement leave. In the event of the death of an employee’s aunt, uncle, brother-in-law, sister-in-law, niece, nephew or grandparent-in-laws a maximum of one (1) day may be used for bereavement leave. Bereavement Leave is not deducted from sick leave. Bereavement Leave is not accrued. Bereavement Leave must be approved by the employee’s supervisor AND the cooperative director.

POLICY CHANGES Changes in Reduction In Force (RIF) policy. Please see Personnel Policy on our website for specifics.