Back to School Meeting2014-2015

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 takenSick leave must be submitted 48 hours after returning to

workIf 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

Your days available as well as days taken are shown on your paystub each month, e-mails are no longer sent out

Leave Request

Fill out date(s) of leave and number of days (write on line corresponding with type of leave being taken)

Get all necessary signatures

Turn into Lindsay by the 15th of each month

Sign your name legibly

Leave Request

The front office (Kourtney or Lindsay) must be notified when someone is absent, regardless of reason.

Supervisors must communicate leave of their direct reports to the front office (Kourtney or Lindsay).

Employee’s of the Plumerville campus: Anytime you leave the AFESC campus (i.e. lunch, meeting, run errand, etc..), you must notify Kourtney that you will be away from your office.

Attendance

Employee’s with off site work responsibilities must submit an itinerary each week to Kourtney

Itineraries can be submitted by e-mail, fax or in person

If you share your Google calendar with Kourtney please make sure and keep it up to date.

Itineraries should be updated as needed to reflect any schedule changes by e-mailing kourtney.bradley@archford.org

Itineraries

Completely optional to participate

Turn money in to Lindsay

Flower Fund Guidelines

Open enrollment will begin October 1st

Check e-mail for updates on changes, etc..

Informational benefits sessions will be held in late September

American Fidelity enrollment will be December 3rd-December 5th

Appointment times will be mailed out

Health Insurance

Purchase OrdersYO TO PURCHASE A purchase order must be

completely filled out before a PO number will be issued or approved.

Return the original PO to Lindsay

Attach a copy of PO to invoice or receipt

A credit card will NOT be checked out to you if your PO is not properly executed

Each calendar year the IRS requires us to have a W-9 on file for every person or business who provides a service to us. We require a new W-9 EVERY January 1st

A few examples are: -Workshop Instructor

-Yard Services-Catering Services

The W-9 must be filled out BEFORE payment will be processed.

If in doubt get a W-9 If you have any questions please contact Stephanie or

Amanda

W-9 Forms

Cover sheet for monthly travel as well as other expenses

Must attach all supporting documents (receipts, mileage form, etc..)

Do not turn in reimbursement form until after all travel/purchases are complete for the month.

Reimbursement Cover Sheet

Travel MUST be turned into the business office by the 5th of the month to guarantee payment by the 10th.

The mileage form is available online and in the front office.

When calculating mileage round up or down (44.2 miles=44, 44.6 miles=45 miles)

If you need to be reimbursed for other things you have purchased during the month, please attach those receipts to a purple receipt form and attach a reimbursement cover sheet along with your mileage.

Mileage Form

Please use a purple form to turn in all credit card receipts.

Tape one itemized receipt per purple form

If you have a full sheet receipt you do not have to use a purple form.

Complete all information on purple form. Write the name of the

workshop/meeting attended on purple receipt form

Meals can only be reimbursed if you are required to stay overnight for the workshop.

Receipts need to be taped to a purple form to ensure they do not get lost.

Receipts

Kroger card, Wal-Mart card, Office Depot card, Staples card

Must be attached to a purple form, coded and signed

Receipts must be turned into the business office on or before the 20th of each month

A copy of the signed PO must be attached.

**YOU MUST HAVE A PO TO PURCHASE**

Credit Card ReceiptsRetail Receipts

Meal Receipts You MUST have an itemized

receipt for meals. If meal receipt is not itemized IT WILL NOT BE PAID.

NO TIPS NO ALCOHOL

If alcohol is listed on the receipt at all, no reimbursement will be made.

NO ROOM SERVICE ONLY OVERNIGHT MEALS WILL

BE REIMBURSED

American Express cards are to be used for travel purposes onlyMeals (overnight only)HotelCar RentalAir FareBaggage fee for 1 bag

Any other charges must be approved by Mr. Young

American Express

Complete Standard Expense report online each month www.americanexpress.com

American Express bill and receipts MUST be turned into Amanda no later than the 5th of each month

You will NOT receive travel reimbursement until your American Express expense report is complete

Receipts for American Express should be attached to a purple receipt form

American Express (cont.)

When turning in workshop or membership registrations you must:Make a copy of the formSign and code the copyPut the original in an envelopeAttach the envelope to the copy and turn into the

business office.

Workshop Registration or Membership

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.

Payment Process

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 January AP cannot be processed until the W-2’s and 1099’s are balanced and printed and the calendar year has been complete.

The first two weeks in July AP cannot be processed until the new fiscal year has been opened.

PLEASE BE MINDFUL OF ALL THE ABOVE DATES AND PLAN ACCORDINGLY

Payment Process (cont.)

Invoices signed and coded may be placed in the business office mailbox (front office) or Amanda’s box outside her office door.

Invoices must be signed, properly coded, filled out completely and have a W-9 if needed in order to be paid. Invoices not meeting these requirements will be returned to you and payment will be delayed.

If you have a special circumstance that requires a check before the 10 day deadline, please SPEAK with Stephanie or Amanda. 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

We cannot pre-pay for services. Invoices must be mailed or scanned/e-mailed. WE CANNOT

ACCEPT FAXED INVOICES.

Invoices

The first 2 weeks in July AP cannot be processed until I have changed our Fiscal year over.

The last day to get a PO is June 1st—EVERY YEARInvoices, credit cards, and travel (June’s travel) are due

to the business office by June 15th.If you must travel after June 15th please schedule a

meeting with both Stephanie and Amanda.All grant administrators need to be available the last

week of June—EACH YEAR–

Fiscal Year End Processes

All licensed employees must complete this form and turn into Lindsay by June 15th.

Attach back up documentation (ESC Works report is sufficient) to this form

Professional Development Forms

This form only needs to be completed if a certificate is not available or the workshop is not documented through ESC Works

Professional Development Forms

• Business Office page• Travel forms• Mileage forms• Reimbursement forms• W-9 forms

• Human Resources Page– Insurance Forms– Insurance Rates/Info– Personnel Forms– PD Forms– Workers Comp Forms

Remember……www.archford.org

This PowerPoint will be available on the Human Resources web page if needed in the future for reference.