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

 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
15 th of each month
 Sign your name legibly

 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.

 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 emailing kourtney.bradley@archford.org

 Completely optional to participate
 Turn money in to
Lindsay

 Open enrollment will begin October 1 st
 Check e-mail for updates on changes, etc..
 Informational benefits sessions will be held in late
September
 American Fidelity enrollment will be
December 3 rd -December 5th
Appointment times will be mailed out

YO 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 1 st
 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

 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.

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

 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.

 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 20 th of each month
 A copy of the signed PO must be attached.
**YOU MUST HAVE A PO TO
PURCHASE**

 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 only
 Meals (overnight only)
 Hotel
 Car Rental
 Air Fare
 Baggage fee for 1 bag
 Any other charges must be approved by Mr. Young

 Complete Standard Expense report online each month www.americanexpress.com
 American Express bill and receipts MUST be turned into Amanda no later than the 5 th 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

 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
 Attach the envelope to the copy and turn into the business office.

 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.

 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

 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.

 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 1 st —EVERY YEAR
 Invoices, credit cards, and travel (June’s travel) are due to the business office by June 15 th .
 If you must travel after June 15 th please schedule a meeting with both Stephanie and Amanda.
 All grant administrators need to be available the last week of June—EACH YEAR–

 All licensed employees must complete this form and turn into
Lindsay by June 15 th .
 Attach back up documentation
(ESC Works report is sufficient) to this form

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

• 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