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Guidelines and Support

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 jalendars for continuing staff should already be on file
 New staff complete calendar at orientation
 Employee completes calendar worksheet in
consideration of:
‡ District calendar(s)
‡ Region Meeting Schedule
‡ Agency needs/services
 When worksheet approved by RA or supervisor, NjR
copy returned to employee for signature
 Employee submits signed calendar to Region
Secretary for distribution
‡ Yellow copy is returned to employee for your records
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 When it is necessary to change your employment
calendar to p

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, complete a calendar change request form
 jalendar 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
 jhange requires RA/supervisor approval
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 Weekly schedules required unless
schedule remains constant*
 Notify Secretary of ³out of assignment´
events in case of emergency**
 Voice mail should also reflect changes of
schedule***

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 Setting up your voice mail
‡ Security code
‡ Greeting
 jhecking voice mail
‡ Inside the agency
‡ Press ³phml´ button on phone, or
‡ Dial ³6555´ using any phone in the agency
‡ Outside the agency
‡ Dial 399-6555 or 1-800-798-9771, follow prompts
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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.
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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
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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
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 Employees are advised to submit claims
on a monthly basis ± by last working day
of each month.
 jlaims 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.
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 Employee Leave Form
 Professional Leave Request
 Professional Leave Reimbursement
Form
 Agency Directed Travel Request
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 Ñsed 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)**
 jopy returned to you for your records

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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 ü  
p ´ prior to event
 Ñpon approval by RA/Supervisor, request is
submitted for executive approval
 Executive approval to employee within 10
Agency days
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 As general rule, applications to be
submitted no later than ip ü, 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

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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.)
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 Travel is directed by RA/Supervisor (specify

if travel is directed by someone other than
own RA/Supervisor)
 jomplete and return form to Region
Secretary 5 days prior to departure
 Approval required before departure
 Expenses submitted on electronic claim
system
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 GWAEA home page
 Software (far right link on maroon bar)
 jomputer Services (2nd link on list)
 Employee Inquiry (last link in right-hand
column)
ù ù
 Sign on by entering first name, last name
and last 4 digits of Social Security Number
(SSN)
 Employee Inquiry
‡ Address
‡ Job History
‡ jontact List
‡ License
‡ Leave Balance Information


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 Request form from Region Secretary

 jomplete needed information
 Return form to Region Secretary for RA/
Supervisor approval
 Ñpon approval, Region Secretary will
submit Purchase Order online
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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: jheck for correctly
spelled name and DOB
 All reports should be signed and dated by the
staff person
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 jONTRAjTED: 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
 jLASSIFIED: Ñse online Payroll Time jard System
‡ Go to GWAEA Home Page. jlick on School
Management. jlick on jomputer Services. jlick
on Payroll time jard System. jhoose 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.

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 Documentation, accrual and use of comp
time
 jonflict of interest and secondary
employment
 Blood borne Pathogens and Injury
 Home Visit Safety Issues
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 Provide data at conclusion of service
 jollect data at end of 9 weeks
 Need measurable baseline
 EYSE conferences by February or
March
 jonsider next summer, calendar change
1 day = 8 hours
 Frequency, Duration, Location
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 Helpful to others
 School policy
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 jontracted 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 |ü
 Evidence of additional hours to be submitted to
HR Office by › 
ü
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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



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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.
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 Master Agreement for jontracted Staff
ß www.aea10.k12.ia.us/intranet/docs/contractedagreem
ent07-08.pdf
 Master Agreement for jlassified Staff
ß www.aea10.k12.ia.us/intranet/docs/classifiedagreeme
nt07-08.pdf
 Business and HR Procedures Manual
ß www.aea10.k12.ia.us/intranet/busprocemanual.pdf
 Board Policy Manual
ß www.aea10.k12.ia.us/policy/policysearch.cfm