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

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. or

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
New cards must be used starting
New Med Impact cards will replace Express Script as pharmacy effective

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 Sick Leave Bank*
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 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 - $ = $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 if we can help you.