Standard Operating
Procedures
Guidelines and Support
EMPLOYMENT CALENDAR
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Calendars for continuing staff should already be on file
New staff complete calendar at orientation
Employee completes calendar worksheet in
consideration of:
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District calendar(s)
Region Meeting Schedule
Agency needs/services
When worksheet approved by RA or supervisor, NCR
copy returned to employee for signature
Employee submits signed calendar to Region
Secretary for distribution
•
Yellow copy is returned to employee for your records
CALENDAR CHANGE REQUESTS
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When it is necessary to change your employment
calendar to accommodate agency/school
needs, complete a calendar change request form
Calendar changes are to occur within the same
work year
A non-work day may not be changed to a work
day for the purpose of taking leave
Submit request form to Region Secretary
Change requires RA/supervisor approval
SCHEDULES
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Weekly schedules required unless
schedule remains constant*
Notify Secretary of “out of assignment”
events in case of emergency**
Voice mail should also reflect changes of
schedule***
PHONE
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Setting up your voice mail
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Checking voice mail
• Security code
• Greeting
• Inside the agency
• Press “phml” button on phone, or
• Dial “6555” using any phone in the agency
• Outside the agency
• Dial 399-6555 or 1-800-798-9771, follow prompts
ELECTRONIC REIMBURSEMENT
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Submit claims for mileage online
• Reimbursement at 34 cents per mile
Submit claims for non-mileage expenses online
Examples of non-mileage expenses:
a. Meals during out-of-area Agency travel
b. Other Agency-directed travel expenses such as lodging
c. Supplies you have purchased out-of-pocket when not
adequate time to process a purchase order
(For example – materials for a presentation)
Maximum reimbursement is $50 per cash purchase.
**First option for general office supplies is to obtain items
through your region secretary.
….Electronic Reimbursement….
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Receipts are required for all on-line claims
excluding meals
Meals are reimbursed at per diem rate
established by Gov’t Services Administration
(GSA). GSA Quick Reference located at top
of reimbursement claims system screen.
Reimbursement for cell phone at 13 cents
per minute not to exceed $30 per month
See pink sheet for detailed instructions of
reimbursement system
MILEAGE REIMBURSEMENT
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For itinerant staff – from agency to site
(or home to site – whichever is less)
Applies to home-officed staff as well
….Electronic Reimbursement….
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Employees are advised to submit claims
on a monthly basis – by last working day
of each month.
Claims submitted more than 6 months
after expenses incurred are not eligible
for reimbursement.
Payment for approved claims is made
the second Wednesday of each month.
LEAVE FORMS
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Employee Leave Form
Professional Leave Request
Professional Leave Reimbursement
Form
Agency Directed Travel Request
EMPLOYEE LEAVE FORMS
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Used for absences that occur on scheduled work day
Leave types include personal leave, emergency leave,
illness (personal or family), bereavement, jury duty and
leave without pay.
Report absence to Secretary
For scheduled absences, leave form to be submitted to
Region Secretary prior to absence for RA/supervisor
approval
For unscheduled absences, leave form to be submitted
immediately upon return to work (no later than one week
following absence)**
Copy returned to you for your records
PROFESSIONAL LEAVE REQUEST
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To promote and support professional growth
Must be job-related and timely application is
considered
Request to be completed, submitted, and
received by Region Secretary 15 “Agency
Days” prior to event
Upon approval by RA/Supervisor, request is
submitted for executive approval
Executive approval to employee within 10
Agency days
….Professional Leave Request….
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As general rule, applications to be
submitted no later than March 1, or at
least 3 months prior to leaving the
Agency, whichever is first. Helps to
establish job-related nature of expense.
Total amount of request not to exceed
the balance available at the time
expense incurred
PROFESSIONAL LEAVE
REIMBURSEMENT FORM
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Employee makes personal payment for
activities and expenses
After event, employee submits completed
form (signed and dated) to Region
Secretary for approval.
Employee is to attach necessary receipts
for air fare, parking, lodging, or registration.
(Meals and mileage do NOT require
receipts.)
AGENCY DIRECTED REQUEST
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Travel is directed by RA/Supervisor (specify
if travel is directed by someone other than
own RA/Supervisor)
Complete and return form to Region
Secretary 5 days prior to departure
Approval required before departure
Expenses submitted on electronic claim
system
ONLINE SERVICES AVAILABLE
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GWAEA home page
Software (far right link on maroon bar)
Computer Services (2nd link on list)
Employee Inquiry (last link in right-hand
column)
…Online Services Available….
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Sign on by entering first name, last name
and last 4 digits of Social Security Number
(SSN)
Employee Inquiry
• Address
• Job History
• Contact List
• License
• Leave Balance Information
PURCHASE ORDER
REQUISITION
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Request form from Region Secretary
Complete needed information
Return form to Region Secretary for RA/
Supervisor approval
Upon approval, Region Secretary will
submit Purchase Order online
WRITTEN REPORT FORMAT
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Some of you may need to submit reports
from referrals. Reports may be dictated and
submitted to assigned secretary for typing.
If you intend to type your own reports, please
contact your Region Secretary for the correct
format. **IMPORTANT: Check for correctly
spelled name and DOB
All reports should be signed and dated by the
staff person
TIME SHEETS
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CONTRACTED: Time sheets are used only when
you are a new employee to the agency and your
contract has not yet been signed or for added days
CLASSIFIED: Use online Payroll Time Card System
• Go to GWAEA Home Page. Click on School
Management. Click on Computer Services. Click
on Payroll time Card System. Choose District
(Grant Wood AEA), enter birthdate and password
(password is last four digits of your social security
number.) Enter time and submit.
• Employees are to certify their weekly timecards
by the end of their work day on Friday each week.
POLICIES & PROCEDURES
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Documentation, accrual and use of comp
time
Conflict of interest and secondary
employment
Blood borne Pathogens and Injury
Home Visit Safety Issues
EXTENDED SCHOOL YEAR
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Provide data at conclusion of service
Collect data at end of 9 weeks
Need measurable baseline
EYSE conferences by February or
March
Consider next summer, calendar change
1 day = 8 hours
Frequency, Duration, Location
NAME BADGES
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Helpful to others
School policy
SALARY LANE CHANGES
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Contracted staff may advance their placement
on the salary schedule by completing additional
hours beyond their degree
Employees advised to submit application to their
Prog/Serv Admin or Assoc Admin before taking
coursework to be sure coursework has been
approved for salary purposes
Semester hours for lane change to be
completed by September 1
Evidence of additional hours to be submitted to
HR Office by October 1
….SALARY LANE CHANGES….
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Salary lane changes are presented to Board
at October meeting and change is retroactive
to beginning of work year
If hours completed and submitted before
August Board meeting (3rd Wed of month),
it’s possible lane change may be presented
prior to October and included in first
paycheck
HR Office sends annual notices of employee
progress towards lane change
GRANT OPPORTUNITIES
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Before initiating grant application, important to
communicate and work with supervisor, Business
Manager (x6704) and Resource Development Specialist
(x6442)
When a grant has been approved for funding, a project
manager is identified, an account number is assigned and
financial activity is monitored by the project manager.
Budget changes may only be made according to grant
guidelines and within the period authorized by the grant
(same school year of the activity).
Status reports required by the funding source are typically
the responsibility of the project manager and financial
reporting is to be coordinated with the Business Manager.
EMPLOYEE INFORMATION
RESOURCES

Master Agreement for Contracted Staff
www.aea10.k12.ia.us/intranet/docs/contractedagreem
ent07-08.pdf
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Master Agreement for Classified Staff
www.aea10.k12.ia.us/intranet/docs/classifiedagreeme
nt07-08.pdf

Business and HR Procedures Manual
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Board Policy Manual
www.aea10.k12.ia.us/intranet/busprocemanual.pdf
www.aea10.k12.ia.us/policy/policysearch.cfm