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Staff Resources F.A.Q.

Frequently Asked Questions

Resource

Questions

How do I make a purchase order?

Purchase Order Procedure

(No merchandise can be paid for until this procedure is completed)

IN YOUR BUILDING

1. Fill out a requisition form and have it authorized by your principal or supervisor. This means your principal/supervisor must SIGN and assign an expenditure code. Make sure you have an address, phone number, and FAX number for the vendor.

2. Your building secretary will now prepare the requisition for principal/supervisor approval. Once approved, the requisition is sent electronically to the superintendent.

IN THE DISTRICT OFFICE

1. The requisition goes to the superintendent (electronically) for fund verification. Once he approves the purchase order, it is sent to accounts payable (Julie Bentson) for purchase order generation. Once generated, the PO is returned to your building secretary (the white vendor copy and the green receiving copy). You should allow 3-5 days for processing to this point.

ACTUAL ORDERING

1. It is the responsibility of your BUILDING SECRETARY to ORDER your goods via MAIL/FAX/PHONE, or she will return the original PO to you for hand delivery. THE DISTRICT OFFICE IS NOT RESPONSIBLE FOR ACTUAL ORDERING EXCEPT IN UNUSUAL CIRCUMSTANCES. NO ORDERS SHOULD BE PLACED WITHOUT A VALID PURCHASE ORDER.

2. Once you have received your order, please check it for completeness, date and sign the packing slip, and return the packing slip to your building secretary. She will attach it to the GREEN PO copy (for open PO’s, please make a copy of the PO and attach the copy to the packing slip) and send it to the district office. WE MUST HAVE YOUR SIGNATURE AND DATE RECEIVED ON THE PACKING SLIP and/or PURCHASE ORDER.

PAYMENT

1. INVOICES will be matched with the PO and Green Receiving copy. It is important to remember that a purchase order by itself does not generate payment. Receiving copies must include one of the following before the payment process may begin: an invoice/bill from the vendor; a signed/dated packing slip; or “partial order/order complete” checked and signed on the green receiving PO. Once all paperwork is complete, payment can be generated. In order to be paid at the end of any given month, ALL documentation needs to be in the district office by the 10th of that month (the accounts payable cut-off date.)

2. All generated payments will be mailed on the last working day of the month.

QUESTIONS? PLEASE CALL JULIE BENTSON @ EXT. 205. Thank you!

PDF of Instructions

How do I get reimbursed for travel?

La Center School District #101
Travel Procedures
Effective January 1, 2017

Mileage Reimbursement

Employees shall be reimbursed at the current IRS standard mileage rate per mile for all miles driven in their personal vehicle while on district business. Employees shall have these trips preapproved by their immediate supervisor and are required to document on a trip by trip basis the actual miles driven. Claims for mileage reimbursement shall include the exact trip mileage as well as a brief description of the purpose of the trip.

Current mileage reimbursement rate per mile effective January 1, 2017 is 53.5 cents per mile (down from the previous rate of 54 cents.

Meal Reimbursement

Employees shall be reimbursed on a per meal basis for meals served while on official travel status. Official travel status begins on any day that the employee is required to be away from the district region for more than 3 hours before and/or after their normally scheduled hours. For the purposes of meal reimbursement, the “district region” shall be defined as all of Clark and Cowlitz counties. The cost of all meals will be reimbursed beginning with the first meal served after the employee leaves the district on a trip that will qualify as official travel status. Reimbursements will continue through the duration of the trip, until the last meal is served before returning to the district region. It is assumed that meals will be served at the following times for the purposes of meal reimbursement:

Breakfast: 7:00 a.m. – 8:00 a.m.

Lunch: Noon – 1:00 p.m.

Dinner: 6:00 p.m. – 7:00 p.m.

The meal reimbursement rates for all travel in Washington, Oregon and Idaho are:

Breakfast: $15.00

Lunch: $16.00

Dinner: $28.00

When meals are provided by either a conference or hotel (as part of the lodging rate), employees will not be reimbursed for that meal whether they choose to utilize the free meal or not.

This procedure removes the need for employees to submit actual receipts for meals purchased while traveling on district business. Staff will be required to report only the dates, departure and return times, destination and purpose of travel.

For lodging rate approval, exceptional circumstances and/or travel outside of Washington, Oregon and Idaho, please visit with the fiscal department for information specific to your needs.

PDF of Travel Reimbursement Procedures

Can I apply for State Health Insurance and tax credits through the State Exchange?

No–for anyone working four (4) hours per day or more at LCSD.  These employees are offered health insurance through the district and are given State health care dollars to help with the purchase of health insurance.

Yes–if you work 3.5 hours or less.  You are not offered health care insurance through LCSD.

Your family may be eligible to receive State health insurance and tax credits even if you are not.  Please contact the Washington Health Exchange for more information.

Will I ever be able to retire?
We can only hope!  The Department of Retirement Systems is a good place to start for finding an answer to that.  THey have useful tools to calculate different scenarios for each individual.  You will need a log-in and password.  Signing up with them for that is easy.  Please follow their instructions on their website.
Contact
Who do I contact at the District Office?
Tammy Lichliter, Administrative Assistant to the Superintendent
Facilities use requests, school calendar, School Messenger notifications, School Board meetings, agendas and general Information, Safety Committee, Distric Reader Board
Julie McKee, District Receptionist/Teaching & Learning Support
Choice Transfer status and requests (boundary exemptions), In-Service documentation and attendance records
Bill Hrdina, Special Programs Coordinator
Website and social media, computer logins and G-mail accounts, Chromebook support for teachers, school safety plan
Nancy Carner, Payroll/Benefits Specialist
Payroll questions (timesheets, paychecks, direct deposit issues, W-2 statements)
Benefits (initial and open enrollment, changes or questions regarding coverage, worker’s compensation, VEBA, retirement)
Leave accrual and balances (personal, sick, vacation, etc.)
Connie Majors, Personnel Specialist
Employment opportunities, substitute rosters, AESOP, Family Medical Leave, status changes (contact information, name changes, W-4’s), certification and endorsement standards and renewals, academic credit and clock hour documentation, salary placement and contract questions (teachers and coaches), seniority lists, staff directory and birthday lists
Julie Bentson – Accounts Payable Specialist
Travel Reimbursements, credit cards, invoicing, general questions regarding requisitions and purchase orders, W-9s, 1099s
Laurie Kansanback. Business Manager
Budgeting and accountability questions, Tuition Reimbursement
How do I keep up with what's happening in the District?

Employees receive frequent email updates regarding payroll and benefit issues.

Upcoming events and District Accomplishments are frequently posted on the District Website’s front page.

Frequent updates and daily events are posted several times daily to Our Facebook Page.

Payroll
What are the pay period dates?

The 11th of one month through the 10th of the next month.

1/11/XX-2/10/XX

Can I get a copy of my pay stub?
No.  Once payroll has been processed I’m not able to create a copy of your pay stub.  I can pull a payroll report that shows your check detail information for any particular month.  There are a few financial institutions that have rejected this check detail information report when employees have applied for a loan/mortgage.  It is in your best interest to keep your pay stubs.
What is FMLA?

From the US Department of Labor Website:

The Family and Medical Leave Act (FMLA) provides certain employees with up to 12 weeks of unpaid, job-protected leave per year. It also requires that their group health benefits be maintained during the leave.

FMLA is designed to help employees balance their work and family responsibilities by allowing them to take reasonable unpaid leave for certain family and medical reasons. It also seeks to accommodate the legitimate interests of employers and promote equal employment opportunity for men and women.

FMLA applies to all public agencies, all public and private elementary and secondary schools, and companies with 50 or more employees. These employers must provide an eligible employee with up to 12 weeks of unpaid leave each year for any of the following reasons:

  • for the birth and care of the newborn child of an employee;
  • for placement with the employee of a child for adoption or foster care;
  • to care for an immediate family member (spouse, child, or parent) with a serious health condition; or
  • to take medical leave when the employee is unable to work because of a serious health condition.

Employees are eligible for leave if they have worked for their employer at least 12 months, at least 1,250 hours over the past 12 months, and work at a location where the company employs 50 or more employees within 75 miles. Whether an employee has worked the minimum 1,250 hours of service is determined according to FLSA principles for determining compensable hours or work.

Time taken off work due to pregnancy complications can be counted against the 12 weeks of family and medical leave.

A final rule effective on January 16, 2009, updates the FMLA regulations to implement new military family leave entitlements enacted under the National Defense Authorization Act for FY 2008.

Special rules apply to employees of local education agencies. The Department of Labor administers FMLA; however, the Office of Personnel Management (OPM) administers FMLA for most federal employees.

Benefits
What does it mean to verify dependents when I sign up for medical/dental insurance?
Aon Hewitt will mail you a packet that explains items needed sent to them to verify your dependents.  If you do not do this, your dependents will be dropped from your insurance and they may not be allowed back on until next open enrollment.
Can I drop my health insurance coverage anytime?
Yes, but you can only enroll in health insurance during open enrollment unless there is a qualifying event that happens in your life.
Can I apply for State Health Insurance and tax credits through the State Exchange?

No–for anyone working four (4) hours per day or more at LCSD.  These employees are offered health insurance through the district and are given State health care dollars to help with the purchase of health insurance.

Yes–if you work 3.5 hours or less.  You are not offered health care insurance through LCSD.

Your family may be eligible to receive State health insurance and tax credits even if you are not.  Please contact the Washington Health Exchange for more information.

Will I ever be able to retire?
We can only hope!  The Department of Retirement Systems is a good place to start for finding an answer to that.  THey have useful tools to calculate different scenarios for each individual.  You will need a log-in and password.  Signing up with them for that is easy.  Please follow their instructions on their website.
Supplemental Insurance Information/Resources
Vision Insurance Information/Resources
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