WELCOME! This handbook has been developed as a guide to help you better serve the young people of our community. The procedures within will help our programs operate efficiently. I encourage you to familiarize yourself with the material and to refer to the handbook as procedural or operational questions arise. This handbook is your primary source for such information. If questions are unanswered, your supervisor will be happy to work with you on specific resolutions. Please review carefully and thoughtfully the expectations for performing your job. Consider how they will help you provide for our young people the professional service and level of excellence for which we want to be known. Tim Foley County Superintendent of Schools San Benito County Office of Education Overview   Your Employer Your employer is the San Benito County Superintendent of Schools, who is elected by the voters of the county. The Superintendent heads the San Benito County Office of Education (COE) whose function is to serve all school districts in the county. San Benito County is composed of eleven school districts. Each district has its own elected school board, determines its own local policies, sets its own budget, and is responsible for administering each separate school within its own district boundaries. What The County Office of Education Does   The Office of the County Superintendent of Schools serves as an "intermediate link" between the California Department of Education, the local school districts, and other public agencies. In addition, the COE provides a wide variety of resources and services for the districts, services that can be more economically and efficiently provided by a central agency than by an individual district, such as: • Selected Programs for disabled students • Alternative educational programs or schools • Centralized fiscal and administrative services • Research services • Curriculum and staff development • Coordination and information • Centralized data processing services • Regional and interagency educational liaison and advocacy • Regional or county wide program coordination • Special Education Local Plan Area Administration   The County Board of Education The Office of the County Superintendent of Schools also has its own elected board which is the County Board of Education. Serving on the Board are five members who have the responsibility of setting policies for the operations of County Office Education programs. Board members are elected to serve four year terms which are staggered. Regular Board meetings are held once a month, usually the second Thursday. Meetings are open to the employees as well as the public. Board agendas are posted on the front door of the Office of the County Superintendent of Schools and are sent to each County Office of Education site. Upon request, minutes and policies are available for public review.   Purpose, Philosophy and Goals  PURPOSE OF THE OFFICE OF THE SAN BENITO COUNTY SUPERINTENDENT OF SCHOOLS The San Benito County Office of Education (San Benito County Board of Education, San Benito County Superintendent of Schools, and San Benito County Office of Education operations) exists because it is state constitutionally and legislatively created to: 1. Provide leadership and administrative functions for local school districts as an intermediate unit of the state. 2. Provide support to local districts in meeting educational and administrative needs. 3. Strengthen the administrative units of the local districts and the California Department of Education. 4. Represent the county-wide constituency in educational concerns. 5. Act as a clearinghouse for educational issues and concerns. 6. Serve as a coordinating agency between public and private agencies in educational matters. 7. Operate or provide special services or programs which cannot efficiently or economically be operated by local districts. PHILOSOPHY OF THE OFFICE OF THE SAN BENITO COUNTY SUPERINTENDENT OF SCHOOLS County Board of Education and the Office of the San Benito County Superintendent of Schools believe: 1. Our youth are our most precious resource. 2. All students within San Benito County should be provided with     equal and appropriate opportunities to develop to their fullest     potential. 3. Every child within San Benito County has the right to an effective     and competently guided education which shall prepare him/her     to be a meaningful participant of society. 4. All educational programs, schools, and personnel within San     Benito County have the responsibility to work cooperatively     together and to utilize all resources (fiscal, physical, personal, and     political) to ensure fulfillment of each child's educational needs.   GOALS OF THE OFFICE OF THE COUNTY SUPERINTENDENT OF SCHOOLS The goals of the San Benito County Office of Education are: 1. To provide services that ensure efficient operation of district and     county educational programs in San Benito County. 2. To facilitate and provide for all educational and administrative     programs in San Benito County to operate within the mandates,     limits, and intent of legislation. 3. To provide services that give leadership and direction in the     development and implementation of educational programs in     San Benito County that will facilitate the full development of     each individual's potential. 4. To operate appropriate programs and services on a cost-recovery     basis within San Benito County when it is not feasible or     practical for local districts to do so. 5. To keep the general public informed and involved in the     educational opportunities and responsibilities in San Benito     County. 6. To provide a means for strategic planning for educational     programs in San Benito County. 7. To continually search for and promote means of improving the     educational programs and standards within San Benito County. Administration Structure This section will be available (online) soon.   CALENDARS AND PROGRAMS   Program Calendars This section will be available (online) soon.   Holidays      Under the California Education Code, employees are entitled to the following paid holidays providing the employee is in a paid status for any portion of the working day immediately preceding and/or following the holiday: 2000-2001 July 4: Independence Day September 3: Labor Day November 12: Veteran's Day observed                22: Thanksgiving Day                23: Day after Thanksgiving December 25: Christmas January 1: New Year's            21: Martin Luther King, Jr. Day February 11: Lincoln Day               18: Presidents' Day May 27: Memorial Day Admission Day (To be taken the day after Thanksgiving for 12-month employees or on August 21st for instructional employees.)      The Superintendent may designate other days during the year as holidays to which employees are entitled.      Classified employees are granted one additional floating holiday to be taken upon a date selected by the employee with the approval of his/her program administrator.   Instructional Program Descriptions This section will be available (online) soon.   PROCEDURES Operational Procedures Absences All absences will be administered pursuant to contract provisions, policies, and regulations. Personal Use of SBCOE Equipment Personal use of SBCOE equipment and materials is restricted, may be done only with prior approval of appropriate management staff, and in a manner consistent with legal guidelines and SBCOE policies and procedures. All cost for any personal copies, materials, or phone calls are to be paid to the SBCOE by check immediately. Use of SBCOE Equipment by Other than SBCOE Staff SBCOE equipment is to be utilized by SBCOE sanctioned personnel only. Use by private individuals and agencies will not be approved. Use by personnel of school districts and other governmental agencies will be approved to use SBCOE equipment and facilities only when such use will not interfere with SBCOE operations. Costs of operation will be paid by the user. Public Access All clients are to be processed through the front desk/secretary/appropriate site personnel. All SBCOE staff not assigned to the specific site will process through the front desk or appropriate personnel and will restrict activities and interactions to the office business at hand. Requests for Public Information All requests for public information must be submitted in writing to the superintendent for approval before action is taken to respond. Overtime/Compensatory Time All extra duty work hours will be administered in accordance with legal mandates and SBCOE policies and regulations. All extra work must have prior approval by the appropriate management staff. (See Appendix A) Purchase Order Requests All purchases must be made with approved purchase orders; no exceptions. Field Trips Prior to announcing or planning field trips or community based instruction excursions, staff will acquire the program administrator's approval. If the trip is to exceed one hundred miles round-trip, extend overnight, or include unusual circumstances, a request must be presented through the Superintendent to the Board of Education for approval before planning the trip, etc.   Work Hours, Overtime and Rest Periods      The County Superintendent of Schools shall establish work schedules, provisions for leaves of absence and vacations, and other conditions of work in keeping with laws and regulations of the State of California and the policies of the County Board of Education. Work Hours      The normal work day is 8:00 a.m. - noon and 1:00 p.m. - 5:00 p.m. for central office classified staff except in those cases where an alternative schedule has been set/approved by the County Superintendent of Schools Work hours for instructional aides are set by the program administrator as authorized by the County Superintendent of Schools. Overtime/Compensatory Time             All extra duty work hours will be administered in accordance with legal mandates and SBCOE policies and regulations.  All extra work must have prior approval by the appropriate management staff.  (See Appendix A) Rest Periods      Two rest periods of 15 minutes each are granted under Fair Labor Practices for each eight hours working day. Time periods established by the Administration for rest "breaks" should be respected. Time not taken for rest periods may not be used to lengthen lunch hours or to shorten the work day. Employee Status Probationary Employees      Effective July 1, 1990 the first twelve months in any classification is probationary. During the probationary period, the employee has an opportunity to demonstrate his or her ability to learn and perform efficiently the duties of the job. Upon completion of the probationary period, the employee will move to the next step of the salary schedule and become a permanent employee of the Office of the County Superintendent of Schools. Probationary employees have the same rights, privileges, and health and welfare benefits as permanent employees; however, job performance evaluations are conducted at 60 days, 150 days, and 1 year. Permanent Employees      Permanent employees may be demoted or discharged only for reasonable cause and only after due process. A performance evaluation is done annually. Other Kinds of Employees      A "limited term" employee is someone hired on a temporary basis for up to six months. A "substitute" employee is someone hired to take the place of a regular employee who is temporarily not on duty. The Office of the County Superintendent of Schools also hires part-time "work experience" students and consultants who are employed for a specific project. None of these employees earn sick leave, vacation or seniority, or qualify for health and welfare benefits. Transfer Employees in the bargaining unit will be given consideration in filling any job vacancy, including promotion, after the posting of the position. The employee should file a written notice with the Personnel Department requesting consideration for the position. In general, in order to be transferred, the transfer must be acceptable to both immediate supervisors and be in the best interest of the Office of the County Superintendent of Schools. Reclassification Employees may request a reclassification of their position through written completion of the Reclassification Request Form. This form is submitted to the immediate supervisor who, if she/he approves, processes the request to the Office of the County Superintendent of Schools. The County Superintendent of Schools will review the recommendation and make the final determination based upon program needs and the Office of the County Superintendent of Schools' policies and past practice. (See Appendix B) Resignation If it becomes necessary for you, an employee, to resign your position, it is expected that the employee give at least two weeks notice. The resignation should be either as a letter to the County Superintendent of Schools or completion of the Voluntary Separation Form, in writing, and should include the reason for resignation, the last day the employee plans to work and a forwarding address. The resigning employee will be asked to participate in an exit interview as arranged through the Personnel Department. Termination An employee may be dismissed without appeal during the probationary period. Employees terminating prior to the 15th of the month will not have health and welfare benefits for that month. A permanent status employee can only be terminated "for cause" following mutual efforts toward corrective action. Disciplinary action may be taken in the following ways: - Suspension - Involuntary reassignment - Involuntary demotion - Dismissal Employees shall receive written notice of any disciplinary action with the specific charges outlined. The employee may request a hearing within ten work days after receipt of the statement of charges.   Personnel Practices  Salary - Rate of Pay      Employees are categorized by classification on a master salary schedule which offers a beginning rate and maximum rate reached in five years. The anniversary date is the date of the employee's initial employment with the Office of the County Superintendent of Schools. (See page 68)  Longevity Pay       The County Superintendent of Schools will pay longevity to any qualified employees beginning with the 6th year of continuous service with the Office of the County Superintendent of Schools as determined by the employee's placement on the salary schedule and on subsequent anniversary dates as specified in the Contract Agreement. Pay Day - All Employees      Payroll checks are issued on the last working day of the month for ALL EMPLOYEES. Checks are distributed according to the instructions on the "Authorization To Release Payroll Warrants Form," completed by each employee at the beginning of the school year. (See Appendix C) Deductions      All salaries are subject to four mandatory deductions: Federal Withholding Tax, State Withholding Tax, OASDI (Social Security) and PERS (Public Employees Retirement System). The Personnel Department can provide you with information on all of these deductions. Personnel Action Forms      Personnel Action forms are generated when an employee is initially hired and each time there is a change in status (change in dependents, program changes, anniversary dates, etc.). The employee and immediate supervisor both sign this form. Employees are encouraged to keep copies of these forms for their records. (See Appendix D)

Health and Welfare Benefits

     The Office of the County Superintendent of Schools participates in group medical, dental, and vision insurance programs for classified employees.

     Brochures and information on insurance programs may be obtained from the Office of the County Superintendent of Schools, Personnel Department.

Credit Union

    The Office of the County Superintendent of Schools employees may participate in the Steinbeck Federal Credit Union located in Salinas, California or County Federal Credit Union of Santa Clara County. For information on these credit unions contact the Office of the County Superintendent of Schools, Payroll Department.

Accumulated Sick Leave/Vacation

     Current information on unused sick leave and/or vacation may be obtained from the Office of the County Superintendent of Schools, Personnel Department. (Also see Classified Employees Association Agreement).

Vacations

     Every regular classified employee, permanent and probationary, shall earn vacation. Eligibility will take place on the first day of the pay period following completion of six months of paid service. Vacations may, with the approval of the supervisor, be taken at any time during the school year. Vacation shall be earned at the rate of 5/6 of one day per month of service through the completion of the fifth year and increases thereafter as specified in the Classified Agreement.

Absence from Duty

     Absence verification forms will be forwarded to all employees on the first of each month. Each employee shall process his/her form for the preceding month through the program director or his/her designee no later than the fifth working day of each month. (See Appendix E)

     Employees who are not absent from work during a month shall so designate on the form and process it according to the above stated procedures in the same manner as those who have been absent from work.

Bereavement

     Employees are entitled to bereavement leave, in accordance with the negotiated agreement, upon the death of any member of the employee's immediate family. No deduction shall be made from the employee's salary, nor shall such leave be deducted from any other leave to which the employee is entitled. (Education Code 44985, 45194)

     At the employee's request, bereavement leave may be extended under personal necessity leave provisions. (Education Code 44981, 45207)

     Members of the immediate family shall include: the employee's mother, father, grandmother, grandfather, or grandchild; the grandchild of the employee's spouse; the employee's spouse, son, son-in-law, daughter, daughter-in-law, brother or sister; or any relative living in the employee's immediate household. (Education Code 44985, 45194)

     The County Superintendent of Schools may grant additional unpaid bereavement leave.

Family Care and Medical Leave

     Employees may be granted family care and medical leave pursuant to Government Code Section 12945.2 under the following terms and conditions:

     An employee shall have been employed for a minimum of twelve months and at least 25 hours a week during this period to be eligible for family care and medical leave.
     Leave may be granted for the birth, adoption, or foster care of a child or for the serious health condition of an employee or the employee's child, spouse, or parent, as defined in Government Code Section 12945.2.

     "A serious health condition" is one that involves either inpatient care in a hospital, hospice, or residential health care facility or continuing treatment or continuing supervision of a health care provider.

     An employee who meets all the requirements of eligibility shall be entitled to twelve work weeks of unpaid leave in any twelve month period and twelve work weeks of paid (at the same level paid for employees not on leave) health and welfare benefits. A twelve month period commences on the first day of leave.

     An employee will substitute for family care and medical leave, any accrued vacation, compensatory time (classified and confidential employees only) or any other paid or unpaid negotiated time excluding bereavement leave.

     An employee will substitute accrued sick leave for family care and medical leave for the serious health condition of the employee.

     An employee and the County Superintendent of Schools must mutually agree for an employee to substitute for family care and medical leave, accrued sick leave for the birth, adoption or foster care of a child, or also for the serious health condition of a child, spouse, or parent of the employee.

     Any family care and medical leave taken for a disability caused by pregnancy, childbirth, or related medical condition, shall be in addition to pregnancy disability leave provided for in Education Code Section 44965 and 45193.

     Family care and medical leave will be taken in increments of full days unless written arrangements are agreed upon with the County Superintendent of Schools for a leave in half-day increments. No leaves of other proportion will be authorized.

     The above provisions are intended to, and shall comply with the provisions of Government Code Section 12945.2 and regulations of the Fair Employment and Housing Commission covering family care and medical leave.

     The County Superintendent of Schools may require any employee requesting Family Care and Medical Leave for his/her own personal illness or injury to provide medical certification in accordance with the law.

     Alleged violations of this provision shall be filed with the Fair Employment and Housing Commission and shall not be subject to the grievance procedure in the negotiated agreement.

Industrial Accident and Illness Leave

     When a classified employee is absent from his/her duties because of an industrial accident or illness, the following rules shall apply:

     Employees shall be eligible for leave of absence because of industrial accident or illness which the State of California Worker's Compensation carrier deems a valid claim. Allowable leaves shall be for not more than sixty (60) service days in any fiscal year for the same accident.

     Industrial accident or illness leave shall start on the first day of absence.

     Leaves of absence under this provision shall not be accumulated from year to year. When the industrial accident or illness leave overlaps into the next fiscal year, the employee shall be entitled to only the amount of unused leave due him/her for the same illness or injury.

     Employees shall be paid such portion of the salary due them for any month in which absence occurs, as, when added to the temporary disability indemnity under the California Labor Code, will result in payment to them of not more than their full salaries.

     Leave of absence applied for under this provision shall be reduced by one day for each day of authorized absence regardless of a temporary disability indemnity award to the employee.

     Upon termination of industrial accident leave, the employee shall be entitled to accumulated sick leave benefits under the sick leave provision of the negotiated agreement. His/her absence shall be deemed to have commenced on the date of termination of the industrial accident or illness leave provided that this employee continues to receive temporary disability indemnity. He/she may elect to take as much as his/her accumulated sick leave which, when added to his/her temporary disability indemnity, will result in payment to him/her of not more than his/her full salary. During any paid leave of absence, the employee shall endorse to the County Office of Education the temporary disability indemnity checks received because of his/her industrial accident or illness. The County Office of Education in turn, shall issue the appropriate salary warrants for payments of salary and shall deduct normal retirement and other authorized contributions. Unless travel outside of California is authorized by the Board, employees receiving benefits under the policy during periods of illness or injury shall remain in California.

     The County Superintendent of Schools may require a written statement from a physician verifying an employee's absence under this leave and his/her ability to return to work.

     When available paid leave has been exhausted, the employee shall be so notified in writing.

     When all available leaves of absence, paid or unpaid, have been exhausted and if the employee is not medically able to assume the duties of his/her position, the employee shall, if not placed in another position, be placed on a reemployment list for a period of 39 months. When available, during the 39-month period, the employee shall be employed in a vacant position in the class of the employee's previous assignment over all other available candidates except for a reemployment list established because of lack of work or lack of funds, in which case the employee shall be listed in accordance with appropriate seniority regulations.

     During any paid leave of absence, the employee shall endorse to the County Office of Education the workers' compensation checks received because of his/her industrial accident or illness. In those cases, the San Benito County Office of Education will issue appropriate salary warrants for payment of the employee's salary, and shall deduct normal retirement and other authorized contributions.

     Legal and Civic Duties Employees shall be granted leave with pay to appear in court as jurors or as witnesses other than as litigants. (Education Code 44036)

     The employee shall turn over to the County Office of Education any jury or witness fees received, minus the cost of mileage and other expenses necessitated by the court appearance. (Education Code 44036)

     Notices, summons and subpoenas for court appearances shall be submitted to the Personnel Office when requesting leave.

Personal Necessity

     Classified employees may use up to eight (8) days of their accrued sick leave during each contract year for reasons of personal necessity as identified in administrative regulations. (Education Code 45207)

     The County Superintendent of Schools or designee shall establish regulations requiring proof of personal necessity reported by employees and specifying the means by which such verification shall be made. (Education Code 44981, 45207)

     Acceptable reasons for the use of personal necessity leave include:

     Death of a member of the immediate family when the number of days of absence exceeds the limits set by bereavement leave provisions. (Education Code 44981, 45207)

     An accident involving the employee's person or property of the person or property of a member of the immediate family. (Education Code 44981, 45207)

     An illness of a member of the employee's immediate family. (Education Code 44981) Fire, flood, or other immediate danger to the home of the employee.

     Required court appearance as a litigant when not brought through connivance or misconduct as an employee, other than those identified as legal or civic duties and those required when the employee is an agent of the San Benito County Office of Education. (Education Code 45207)

     Personal business of a serious nature which the employee cannot reasonably be expected to disregard.

     Personal necessity leave shall not be allowed for work stoppage.

     Leave for personal necessity may be allowed for other reasons at the discretion of the County Superintendent of Schools or designee. However, no such leave shall be granted for purposes of personal convenience, for the extension of a holiday or vacation period, or for matters which can be taken care of outside of working hours. The County Superintendent of Schools or designee shall have final discretion as to whether a particular request reflects true personal necessity.

     The employee shall request advance permission for personal necessity leave, except in urgent situations such as the death or serious illness of a member of the immediate family or an accident involving the employee's person or property or the person or property of a member of the immediate family. (Education Code 44981)

     After any absence due to personal necessity, the employee shall verify the absence by submitting a completed and signed absence form to his/her immediate supervisor.

Sick Leave

     Sick leave is the absence of an employee because of illness or injury or exposure to contagious disease.

     A regular classified employee (probationary and permanent) shall earn paid sick leave at a rate of 15 days per year for full time employees. Employees working less than full time shall earn sick leave on the ratio their work year and/or work day bears to full time. Unused sick leave may be accumulated without limit.

     At the beginning of each fiscal year, the sick leave credit of the employee shall be increased by the number of days of paid sick leave which he/she would normally earn in the ensuing fiscal year. An employee's sick leave credit shall be adjusted if a change of assignment alters that amount of sick leave earnable.

     Sick leave may be taken at any time during the work year.

     A new employee with probationary status shall not be eligible to take more than six (6) days, or the proportionate amount to which he/she may be entitled under this section, until the first day of the calendar month after 130 working days of active service with the County.

     The employee must notify his/her supervisor of his/her absence within the first working hour of the first day absent, unless conditions make notification impossible. The employee shall be required to indicate why notification could not be made as stated in this section.

     An employee absent for five consecutive working days or more may be required to present a doctor's statement stating the nature of the illness or injury and the date that the employee is able to return to work.

     Upon request, employees who terminate their service to the County Office of Education may have their accumulated sick leave transferred to their next district of employment. (Education Code 45202)

     After an employee has exhausted his/her sick leave, vacation, compensatory overtime and other available paid leave, he/she shall receive his/her regular salary minus the amount paid to a substitute employed to fill the position, for a period of five months or less. This five month period shall be calculated beginning on the first day of absence due to the illness or accident and shall include all applicable leaves.

Absence from Duty Not Related to Illness

     Each employee working six or more hours per day shall be allowed up to one hour each month for doctor/dental appointments upon approval of the person's supervisor.

Maternity Leave

     See general provisions under Personal Necessity Leave. Paternity Leave See general provisions under Personal Necessity Leave.

Paternity Leave

See general provisions under Personal Necessity Leave.

     All conferences must be approved by the County Superintendent of Schools prior to attendance. A conference is any meeting scheduled out of town that requires staying overnight. The procedures for requesting conference attendance, and reimbursement for those attended, are as follows:

     I. Conference Attendance Procedure:

        1. A Conference Attendance Request Form must be filled out at least two (2) weeks in advance of conference. The employee keeps one copy and submits two (2) copies to his/her immediate supervisor. All areas on request must be completed and must include the location (city, state) of the conference. Estimate costs and attach purchase orders referencing the conference request number for all appropriate aspects of the conference (i.e., hotel, travel, registration etc.) (See Appendix G)

        2. If the immediate supervisor disapproves, he/she will check the appropriate box and return the form to the originator. Conference attendance will be disallowed.

        3. If the immediate supervisor approves, he/she will check the appropriate box and forward to the County Superintendent of Schools.

        4. If the County Superintendent of Schools does not approve, he will check the appropriate box and send one (1) copy to the employee, and one (1) copy to the Business Department. The conference attendance will be disallowed.

        5. If the County Superintendent of Schools approves the conference, he will check the appropriate box and send one (1) copy to the employee and one (1) copy to the Business Office. The conference attendance will be approved. The yellow copy is forwarded to the Personnel Department for their records.

        6. If the conference attendance is approved and advance funds are requested, the Business Department copy of the request must be received by the Business Department one (1) week in advance of the conference. Personal advances will only be approved for special circumstances.

         7. Warrants will be made by the usual manual warrant process and will be available for pickup at the Office of the County Superintendent of Schools.

   II. Conference Reimbursement Procedure:

        1. Actual expenditures must be submitted within two (2) weeks of the conference through the use of the Conference Reimbursement Form. (See Appendix G)

        2. The Conference Reimbursement Claim Form must be accompanied by all receipts. All receipts must be original with vendor's name and location, and cannot be altered. Altered receipts will be rejected. You must have receipts for the following: a. Transportation, except personal car b. Lodging c. Registration d. Meals e. Supplies

        3. If the claim is not accompanied by appropriate receipts, it will be rejected.

        4. The claim must be signed by the immediate supervisor and must have the approved Conference Attendance Request number on it.

        5. If an employee does not have an approved Conference Attendance Request on file in the Business Office, the claim may be rejected.

        6. Meals and lodging costs on Conference Reimbursement Claims will be paid the lesser of per diem or actual cost. Any amount exceeding per diem may be disallowed or must have County Superintendent's approval of excess. Any costs on Conference Reimbursement Claims exceeding amount on Conference Attendance Request may be disallowed or must have County Superintendent approval of excess.

        7. Per diem rates for meals and lodging are the same as the State Department of Education (See Mileage and Subsistence Allowance Reimbursements section on next page).

        8. Conference Reimbursement Claims will be paid through the accounts payable process.

   III. Workshops:

Staff attendance for all out-of-town workshops must be approved by the Superintendent. A workshop is any meeting scheduled that does not require an   overnight stay but which requires the employee to be away from his/her regular employment station. The procedure for requesting workshop attendance and reimbursement for those attended are as follows:   

     1. A Conference Attendance Request Form must be filled out and submitted to the program administrator at least two (2) weeks in advance of the workshop. Purchase orders must also be attached referencing the request number if purchase order is required. Indicate on request and purchase order if prepayment is necessary.

     2. Under date of workshop, enter date and state, "Workshop - No Overnight Stay."

     3. If the immediate supervisor disapproves, he/she will check the appropriate box and will send a copy to the Business Department and one (1) to the originator. The workshop attendance will be disallowed.

     4. If the immediate supervisor approves, he/she will check the appropriate box and will forward it to the County Superintendent of Schools.

     5. If the County Superintendent of Schools does not approve, he will check the appropriate box and one (1) copy will be sent back to the employee and one (1) copy will be retained in the Business Department. The workshop attendance will be disallowed.

     6. If the County Superintendent of Schools approves the workshop, he will check the appropriate box and one (1) copy will be sent back to the employee and one (1) copy will be retained in the Business Department. The yellow copy will be forwarded to the Personnel Department for their records.

     7. No advances will be approved for workshops.

     8. Reimbursement procedures for workshops are the same as for conferences.

IV. Mileage and Subsistence Allowance Reimbursement

     Portions of the following allowances are taken from the California State Department of Education Personnel Administration regulations and are to be utilized for travel reimbursement for this office.

     1. Mileage Expense The standard rate for mileage reimbursement for employees is 28 cents per mile.

     2. Subsistence Allowance There is no longer a distinction between statewide and high cost areas for the subsistence allowance reimbursement. The reimbursement rates for short-term travel are as follows:

     The authorized allowance for meals or lodging will be paid provided the travel time meets the following requirements:

   3. Lodging

When approving lodging expenses that exceed $79.00 plus taxes, the following material must be attached to the travel expense claim:

     1. Written approval by the Superintendent to exceed the $79.00 lodging rate (made prior to the date of travel).

     2. Requests and approvals need to include:

         The name and address of the establishment where the expenses are to be incurred. The amount of the anticipated expenses.

         The reason(s) why it is necessary to incur expenses in excess of $79, such as, but not limited to:

a. Employee is required to stay at the lodging site.

b. Employee is handicapped and requires "reasonable accommodations."

c. State business will be conducted in late night meetings.

d. Cost of transportation to alternative lodging equals the cost of the rate being requested.

e. Availability of transportation to alternative lodging.

f. Availability of alternative lodging.

     3. The name(s) of the traveler(s). If more than one traveler, a detailed explanation of why one employee could not achieve the objective of the trip.

Authorization to Relase Payroll Warrant Form

Payroll Voucher Form

Personnel Action Form.

Absence Verification Form
Absence Verification Procedures

Conference / Workshop Attendance Request Form

Conference / Workshop Reimbursement Form

Tuition Program Application Form