The following forms and procedures are the most frequently used by our members.
EMPLOYEE FORMS PROCEDURES
Check district website for availability of forms.
www.warehamps.org
ACCIDENT FORM (MIIA)
In the event of an employee accident or injury, the incident should be immediately reported to the building administrator. An accident form MUST BE completed by the employee, even if an injury is not apparent at the time of the incident.
An employee should complete the three-page form on-line and submit it to his/her supervisor for review on the day of the incident. If an
employee is unable to complete the report due to injury, then the supervisor should complete the form based on information he/she can obtain. All sections must be completed, and details must be provided on the form. The supervisor will forward the completed report to the Superintendent.
It is extremely important for insurance coverage purposes that this form reaches MIIA within 24 hours of the incident.
APPROVAL OF PROFESSIONAL COURSES
This form needs to be completed and submitted for the Superintendent’s approval prior to participating in a course. All courses, regardless of eligibility for reimbursement, must be approved prior to taking. Complete the form online and send to the Administrative Assistant in the Superintendent’s Office.
All individual courses need to be job related and approved by the Superintendent in advance in order to seek reimbursement or advancement on the salary schedule.
Please do not apply for approval for the entire program, only individual courses will be approved. All courses need to be taken at an NEASC accredited institution or other accredited national regional association.
The course approval procedure is as follows:
Fill out a course approval form for all courses. Incomplete forms will be returned to you and may
result in delaying the approval process.
o Name and number of course
o Institution where course is given
o Number of credits for course (or PDPs)
o Date of completion of course
o Online course yes/no (needed by the state on end of year report)
o Check appropriate statement
o Amount of reimbursement sought, if applicable
When a course is completed, if seeking reimbursement, you will need
o A copy of your relevant course approval form
o A copy of your grade report or transcript
o A copy of proof of payment, i.e., cancelled bank check, credit card statement or receipt
from college institution (you may black out any personal account numbers) on a completed course reimbursement form
Unit A members must receive a B- or better and a passing grade for other staff to be eligible for course reimbursement. You will need to submit the paperwork to the Administrative Assistant in the Superintendent’s Office within 60 days of the completion of the course. The reimbursement period of courses must fall within the contract dates, i.e. Unit A from
September 1 through August 31.
LEAVE REQUESTS
Effective July 1, 2020, all leave requests will be done through the Smartfind Express and Substitute Management software system. This includes requests for personal, vacation, religious, bereavement, field trip, jury duty, professional, and school business leave.
*For Jury Leave please provide a copy of the summons to your Principal/Director/Supervisor to be forwarded to the Payroll Office.
*For Professional Leave reimbursable costs such as mileage and/or registration fees, please complete the WPS Expense Voucher Reimbursement Claim Form in a timely manner to be signed by your Principal/Director/Supervisor for approval and account number information.
This form is to be submitted to the Bookkeeper at the Business Office. According to the IRS, mileage should be calculated from your assigned WPS employment site (do not calculate from your place of residence). You can opt to calculate mileage from your residence only if it is less
than from your assigned WPS employment site. A “Mileage Guide” is located on the district website or you can use Google to calculate mileage.
In order to seek advancement on the Teachers’ Salary Schedule, you will need to have all individual courses approved by the Superintendent. You will also need to completely fill out the application for Advancement on the Salary Schedule form listing all courses individually and supply documentation in the form of an official transcript from the institution(s). If you are receiving a degree or degree change, the transcript will need to clearly reflect the words
“Degree Awarded”. Changes in the schedule for individual teachers shall be made once a year, on October 1, provided; however, that documents from the particular institution has been submitted to the Superintendent prior to the effective date of the change. You will need to submit this paperwork to the Administrative Assistant in the Superintendent’s Office by October 1st
for advancement in salary in that year.
WEEKLY MILEAGE FORM
This form should be used for seeking mileage reimbursement for weekly expenses incurred for approved travel. Complete all information requested and submit to your Principal/Director/Supervisor for approval. Forms will then be sent to the Bookkeeper in the Business Office for processing payment. Forms must be submitted monthly.
WPS EXPENSE VOUCHER
This claim form should be used to seek reimbursement for registration fees, parking and mileage, etc. associated with approved professional leave and school business leave. Daily meals are not eligible for reimbursement. Meals for conferences that require approved overnight stay can be reimbursed in accordance with the Expense Reimbursement policy. No federal or state taxes can be reimbursed except for meals tax. Any taxes associated with
hotel/motel stay are covered. It is the responsibility of the person attending the conference/workshop to pay for all expenses associated with the leave unless prior approval is obtained.
Complete the expense voucher claim form and attach all original receipts, cancelled checks, or a credit card statement for expense. Mileage is calculated according to the IRS rate and should be
calculated from your assigned WPS site. Attach a copy of your approved leave form or notice of meeting or conference attended to this form.
This form requires your signature and submittal to the Principal/Director/Supervisor who will be responsible for an account number for processing reimbursement costs and send to the Bookkeeper in the Business Office.
TECHNOLOGY EQUIPMENT LOAN
An employee who has been issued an electronic device is responsible for the device at all times in school and outside of school. There should be no expectation that stolen or damaged devices will be replaced with similar equipment. Only software with appropriate licenses owned by
Wareham Public Schools can be installed on the device. A Technology Equipment Loan form must be completed and approved by the administration through the technology department.
