1. Chamberlain School District 7-1 2014-15
Employee Procedures
Chamberlain
School District 7-1

2. WHITE HOUSE

3. 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 - and she will send it to you)
The problems have been with materials that are:
Preview
Trial
Free
They have no name or identification
We do not know how to route the materials

4. 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

5. Progress of Purchase Order
One copy will be ed 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

6. 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
Not to use a five page voucher--waste of paper
Make note that new rates are in place for School year

7. 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
Sign claimant line only if you are to get a check
Vendor box must be filled out--Your name and address if you are to receive the money
Emphasize the :
Who, What, Where, When, Why

8. Trust/Agency Voucher 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

9. 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.
Fill Out Completely---Identification on invoice
Local Vendors will no longer charge if no P.O.

10. 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!!!

11. Use of Fax Machine
Faxes are received and sent by the Business Office--Fax Number
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.

12. 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
New form for School Year
Help to increase communication

13. 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)
The check can save many problems with the scheduling.

14. 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

15. 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
Authorized personnel--any adult driving school transportation in the act of working for the school district is covered under insurance.
Clean out vehicles
Gas--Burke’s
Conoco up on hill if late at night or early in morning

16. 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.
Parking Lot next to White House--Posted for School Vehicles only.
Exception--long-term parking and take the space of the vehicle you are using.

17. 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.
Emphasis on the exception
Student Council--Kelli P. for explanation

18. 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.

19. 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.
Concessions for New System
Refer to Kelli P

20. Request for Leave
Obtain a Leave Form ( 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 Negotiated Agreement for more information ( Agreement)
All staff are required to use this process--Lunchroom!!!
Leave will be limited as fund are diverted to help fund internal curriculum and NCA Activities.

21. Request for Leave
Please make request ASAP--All leaves are subject to negotiated policies and availability of substitutes.

22. Professional Growth Plan
** SLOs
Student Learning Objectives
** …and a record of meetings, workshop, and trainings you participate in during the school year.

23. 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 ( Forms).
This for has confused many of you
It was new in the Fall of 1998
Should be completed and submitted for any courses taken for certification or salary advancement. School Board Policy requires these hours to be approved by the superintendent

24. Tuition Reimbursement
Obtain the required form at ( 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)
The program has been good for both the teachers and the Board. I would guess that new language to continue the program will be in place by the Summer of 2000 that will allow this program in some form to continue.

25. 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 school year. Limited availability.

26. Staff Development Form
Any staff member attending any professional development activity should obtain ( Forms) and complete the form
Each month a drawing will be held for a gift certificate for $25.00 School Specialty or Barnes & Noble.
Thank You for your commitment to life-long learning and school improvement!

27. 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 ( Forms) must be presented to the superintendent prior to September 1 of the school year.
I will return official transcripts to you when you leave the district
I will be reviewing the folders and updating during this year--Some of you may need to request some transcripts to have on file.

28. Fundraising Policy School Board Policy KI/KJ
Only with formal authorization
Application filed with the Building Principal ( Forms)
If raising more than $1000-Superintendent must approve.
All Non-School Sponsored Groups encouraged to use application process.

29. Employee Forms
All forms you may need to can be found online at