All purchase requisitions, direct pays, travel reimbursements, etc., will be verified for the following:
Sufficient Budget
Appropriate Signatures
Correct Account Code
Complete Vendor Name and Address
Social Security # (independent contract services only)
School Site Plan Component (when appropriate)
Clear and Accurate Description of Products or Services Requested
Personal Reimbursements
Personal reimbursements are limited to $100.00 in total per month, unless otherwise directed and approved by the Director of Purchasing, and are to be used only when an item needs to be purchased and paid for immediately and cannot be purchased by Purchase Order (P.O.). Reimbursement for purchases of food items must be accompanied by a copy of the event flyer/agenda for which the food was purchased. If, for some reason, a vendor will not take a purchase order or the vendor is not known (i.e., when purchasing conference materials), issue a P.O. to the employee who is authorized to purchase; this allows the budget to be pre-approved and the amount of the P.O. to be encumbered against the appropriate budget. When the employee submits receipts for reimbursement, submit the receipts (indicating the Requisition/Purchase Order number) to the Business Office for payment. Any purchases over $100 made without prior authorization will become the personal responsibility of the purchaser.
Travel/Conference/Mileage Reimbursements
Separate requisitions are needed for conference registration, hotel and travel. Each Purchase Requisition requires its own attached conference brochure/back up, as well as the names of the participant and dates of attendance and/or travel.
Timeliness is critical when processing requisitions for travel and related expenses. Conference registration, hotel accommodations and travel arrangements need to be input into the ESCAPE system a minimum of four (4) weeks prior to the registration deadline (including early bird specials), to ensure employees attendance at the conference. If conference registration needs to be prepaid allow an additional two (2) weeks for a total of six (6) weeks prior to actual conference date.
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Fairfield-Suisun Unified School District
PURCHASE REQUISITION PROCEDURES
Travel arrangements are to be made through the Purchasing Department. The site/program manager is responsible for contacting Purchasing at (707) 399-5137 to make travel arrangements. Once travel information is provided Purchasing will process a blanket requisition in the ESCAPE system to cover the travel arrangements. The following information will be included on the requisition:
• date and time of travel
• purpose
• cost
• employees name exactly as it appears on the driver’s license
• date of birth
• destination and departure locations
In emergency situations, if the timeline and procedure above has not been adhered to, the employee will have the option of paying the conference costs and submitting a request for reimbursement. Reimbursement requests must be authorized/signed for by all necessary department/site supervisors prior to submission.
Travel claims must be submitted to the Business Office within 60 days of the date the costs were incurred. Original itemized receipts must accompany all claims for all costs except for mileage and meals consumed within the parameters of an overnight stay. Amounts cannot be claimed for meals provided by the conference or event attended, or meals provided by the hotel or facility in which the employee lodged.
Mileage reimbursements must be submitted to the Business Office within 60 days of the date the cost were incurred (if the mileage was incurred in March, the reimbursement must be submitted to the Business Office by the end of May). Mileage reimbursements for amounts less than $20 should be processed through revolving cash.
All mileage and travel claims for costs incurred in May and June must be submitted to the Business Office before the employee leaves for the summer. Claims for the previous year submitted in the subsequent school year will not be reimbursed without the approval of either the Director of Accounting or the Director of Fiscal Services.
Meal Reimbursements
Meals will be reimbursed at the Federal meal and incidental expense allowance rates ($46/day). Only reasonable meal reimbursements will be made by the District. For instance, breakfast will not be reimbursed unless an employee has spent the previous night out of town or must report to work earlier than is reasonable to eat breakfast at home.
APY.001 APY.001 Page 2 of 4
08/17
Fairfield-Suisun Unified School District
PURCHASE REQUISITION PROCEDURES
APY.001
Meals provided without an overnight stay will be processed through payroll and taxed in accordance with IRS regulations.
Travel Advances
Travel advances may be obtained prior to the travel date (see APY.005). In order to receive a travel advance, employees must sign a Payroll Reduction Authorization Form which would allow the District to recover un-reconciled advances from the employees payroll check. If a travel advance is obtained, a reconciliation of actual travel costs must be returned to the Business Office within five days of the employee's return or the un-reconciled amount will be deducted from the next available payroll check. The reconciliation must be accompanied by original itemized receipts for all costs incurred except for mileage and meals consumed within the parameters of an overnight stay.
Purchase Orders
All items that can be purchased with a P.O. should be. This includes textbooks, supplies, services, repairs, equipment, and most other items. Items are not to be purchased without P.O.'s except in extreme emergencies. P.O.'s are to include the cost of shipping, handling and sales tax. All purchases that exceed the P.O. amount by more than 10% or $100.00, whichever is greater, will require a P.O. Change Order to be completed by the ordering site and submitted to Purchasing. Appropriate backup is required for all P.O.s (e.g., registration forms, quotes, etc.)
Purchase Order Distribution
The vendor copy of the Purchase Order is retained by the Purchasing Department. The Warehouse copy will be forwarded to the Warehouse for receiving.
Receipt of Goods/Services
Most items should be received in the warehouse. When goods/services are received directly by the site or department, the signed and dated packing slip or invoice is to be sent to the Business Office within three working days. If packing slips or invoices are not available, the requisitioner should send an email confirming receipt to the Warehouse Supervisor.
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PURCHASE REQUISITION PROCEDURES
Blanket Purchase Orders
Blanket P.O.'s should be used when numerous purchases are made throughout the year from one vendor. This includes many purchases of parts and supplies, contracts, leases, planned repairs, etc. The Purchase Order should contain the names of the employees who are authorized to sign for purchases on the P.O. This will prevent unauthorized charges on the Purchase Order. Blanket P.O.’s should indicate the valid dates of the P.O., i.e., “Valid from August, 2017 through June 1, 2018" and “Not to exceed $ amount”. Open purchase orders should not be overspent. If there is a need to purchase over the open P.O. amount, a P.O. Change Order must be submitted for approval. No purchases will be reimbursed for invoices or receipts dated before the print date of the P.O.
Confirming Purchase Orders
Confirming P.O.s will be rejected by the Business Office. Proper budget controls do not allow for a purchase order to be submitted after the item has been ordered or purchased. These types of purchases become the personal responsibility of the purchaser.
Categorical Travel Reimbursements
All travel reimbursements issued from all categorical funds must be approved by the Educational Services Division prior to being processed by the Business Office.
Categorical programs are defined, in this instance, as any restricted source of revenue (Resource Code = 3xxx, 4xxx, 5xxx, 6xxx, 7xxx, or 9xxx), except for Special Education, Transportation and Maintenance and Operations.
Special Instructions
Special instructions (such as “Do not mail”) should be noted on the requisition’s supporting documentation (back-up).
School Site Plan Component
This is needed only on purchases made from categorical funds. In the Notes section of the P.O. note the related component of the school site plan and reference the page number that outlines the component (i.e., “Math Component, page 32”).
Tax Shipping and Handling
Include any applicable sales tax (all purchases of tangible good are assessed State and local sales tax), and shipping and handling charges. The current sales tax rate in Solano County is 8.375%. If shipping charges are not known, include an estimated 10% of the P.O. subtotal in the requisition. When shipping charges are not required by a vendor (or are included in the sales amount), please note this on the P.O. to avoid having the budget account unnecessarily charged.
Prepayments and Payments to Accompany Orders
If a vendor will not accept a P.O., or requires prepayment, payments should still be processed using a P.O. by selecting the “Blanket” in the order type field, and noting “Prepayment Required” in the body of the P.O. Attach copies of the quote, conference flyer, or other backup evidence of the prepayment amount required. Prepaid orders must be kept to a minimum and have the Director of Purchasing’s approval. Whenever possible, alternative vendors accepting P.O.s should be selected. The Purchasing Department can provide assistance with vendor selection.
Important Reminder
The Requisition for Purchase Order must never be mailed, faxed, or phoned in to a vendor. A requisition is not a valid purchasing document until after it has been assigned an actual P.O. number by the Purchasing Department and approved by the Director of Purchasing. Purchasing Department staff are the only staff authorized to communicate orders to vendors.
Fairfield-Suisun Unified School District Reimbursement Policies
AR 3350
Please send all reimbursement requests to “Staff Reimbursements” in Accounts Payable at the District Office. All reimbursements are subject to audit and expenditures of public funds are closely monitored. To insure speedy processing of your reimbursement, please be sure your request follows all policies.
1. Please use the form titled “Claim for Conference Reimbursement”.
2. Reimbursement requests must be signed by the individual and approved by their administrator.
3. A budget code is required for all reimbursement requests. Please verify adequate funds are available before submitting the request. If categorical funds are used a “solution procedure” is required.
4. Please include the last four digits of your social security number, home address (required) and your school site/department.
5. The deadline for reimbursement of conference/meeting related expenses is within 60 days of conference/meeting and in the same fiscal year.
6. The purpose and destination of the conference is required and must be backed by a flyer, program or proof of registration.
7. The total conference/meeting reimbursement may be limited by school and/or district programs.
8. Additional, reasonable travel expenses may be approved by the Superintendent.
9. A copy of the claim and any supporting documents should be retained by the employee
10. Meals:
1. The daily maximum reimbursement for meals is $69.00 including gratuities: $16 Breakfast, $17 Lunch, $31 Dinner and $5 for Incidental Expenses.
2. Meals provided as part of a conference will not be reimbursed.
3. Meals before or after a conference are not reimbursable unless consumed within the parameters of an overnight stay.
4. Meals consumed without an overnight stay will be processed through payroll and taxed in accordance with IRS regulations.
5. Alcoholic beverages are not reimbursable.
6. Receipts are not required for meal reimbursement.
11. Travel:
1. Mileage to the conference/meeting is reimbursable and paid at the current IRS rate. (Proof of mileage must be provided; i.e. MapQuest)
2. Mileage to the airport, tolls, and parking are reimbursable. (Parking and toll receipts required.)
3. Mileage reimbursement for travel on a normal workday is calculated from the district office, the employee’s work site or home, whichever is less
4. Reimbursement will not exceed the amount equal to commercial airfare to any destination
5. All air travel shall be secured through the District’s Purchasing Department or by a Superintendent/Assistant Superintendent using a District Credit Card.
6. Reimbursement of airfare not paid by the district in advance requires approval and a copy of the cancelled check or credit card receipt. Airfare must be the lowest discount, coach rate available.
7. Use of rental cars requires prior written approval from the administrator(s) to whom the staff member is responsible. Use of rental cars will only be authorized when it is demonstrated the cost effective method of transportation, or when necessitated by the location or agenda of the trip.
8. Employees traveling to the same conference/meeting are to travel in the same vehicle whenever possible.
9. Gasoline is only reimbursable when using a district car or rental car. Verification is necessary.
12. Lodging:
1. FSUSD may pay for lodging for the evening proceeding or subsequent to a meeting or Business event when the employee will have to travel at unreasonably early or late hours to reach his or her destination. Prior approval is required for all overnight stays within 75 miles of the District.
2. Reimbursement of lodging costs shall not exceed the single occupancy rate offered by the hotel.
3. Telephone/fax/computer charges are not reimbursable unless related to district business (please specify and document).
4. Charges for movies or other entertainment are not reimbursable.
13. Other:
1. Other reimbursable charges would include parking, tolls, and registration fees. All require an original itemized receipt, cancelled check, and/or credit card receipt. Parking receipts may appear on the hotel bill.
2. Reimbursement of materials purchased at the conference must be requested through the materials and supplies form with the appropriate budget code. Receipts must be itemized. Credit card/Debit card receipts are not acceptable without an itemized listing of materials purchased including prices and taxes. A hand written list is acceptable if stamped or signed by the vendor and accompanied by your cancelled check or credit card/debit card receipt.
CLAIM FOR CONFERENCE REIMBURSEMENT
(MUST BE SUBMITTED WITHIN 60 DAYS OF CONFERENCE)
CLAIM FOR SUPPLY REIMBURSEMENT
MATERIALS AND SUPPLIES (MUST BE SUBMITTED WITHIN 60 DAYS OF PURCHASE – NOT TO EXCEED $100**)
(Name) (Last Four Digits SSN) (Position) (School/Dept) (Required)
Residence Address: __________________________________________________________________________________________________ (Reimbursement warrants mailed to home addresses only) (Required) Purchase
NOTE: THE FOLLOWING ARE REQUIRED:
(1) Itemized, Original Receipts taped to 8 ½” x 11” paper
(2) If receipt(s) does not indicate paid, copy of cancelled check(s) (front & back) (4) Describe program used for ALL food purchases (3) All required signatures for approval of reimbursement are needed prior to submission to Accounts Payable.
Fairfield-Suisun Unified School District Reimbursement Policy for Materials/Supplies
Please send your completed reimbursement request to the Fiscal Services Department at the District Office. All reimbursements are subject to audit and expenditures of public funds are closely monitored. To ensure speedy processing of your reimbursement, please be sure your claim is completed as follows:
1. Please use the form entitled: “Claim for Supply Reimbursement – Materials and Supplies
2. Material/supply reimbursement is limited to $100.00 per month. Reimbursements exceeding $100.00 per month will become the personal responsibility of the purchaser.
3. Reimbursement requests must be signed by the individual submitting the claim and must be approved by their administrator.
4.A budget code is required for all reimbursement requests. Please verify adequate funds are available before submitting the request.
5. Please include the last four digits of your social security number, home address (required) and school/department/site.
6. The deadline for submitting reimbursements for materials/supplies is within 60 days of purchase and in the same fiscal year.
7. Itemized, original receipts are required. Adding machine tape and credit card/debit card receipts are not acceptable. If the receipt or invoice does not indicate it was paid, a copy of the cancelled check or credit card statement may be required. When purchasing materials at a conference booth, a hand written list of the items purchased is acceptable. It must include the price, tax and signature or business stamp of the vendor, as well as the credit card receipt or check copy. (Can not use gift cards toward purchases)
8. Reimbursements for food and drink items require documentation as to purpose. If for a meeting, a copy of the agenda or minutes is required. If for classroom incentives or after school events, please describe the program used. Documentation may be requested.
9. The employee should retain a copy and any supporting documents.
10. ITEMS NOT ALLOWED: printer or ink cartridges, cleaning supplies.
All technology related purchases must be approved by TSS – Justification for Software
Cash Advance
I, ______________________________, authorize the Fairfield-Suisun Unified School District to deduct from my pay warrant, amounts advanced that exceed my reconciled statement of expenses. I further authorize the District to deduct from my pay warrant, amounts advanced that are not reconciled to my statement of expenses after one month of the activity date.
Amount of advancement: $_________ Employee Initial _______
Uniforms
I, ______________________________, authorize the Fairfield-Suisun Unified School District to deduct from my pay warrant, amounts associated with the uniforms that the District provides me, which are not returned upon request. I understand that the amount I am liable for equals the depreciated value of the uniform(s) provided to me, which is determined by the District.
Other
I, ______________________________, authorize the Fairfield-Suisun Unified School District to deduct from my pay warrant, amounts associated with the item(s) (detailed below) provided to me by the District, which are not returned upon request. I understand that the amount I am liable for equals the depreciated value of the item(s) provided to me, which is determined by the District.
I agree with the item indicated above without exception.
Date________________
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
Purchasing Department (707) 399-5144 FAX: (707) 399-5151
REQUEST FOR PURCHASE ORDER CHANGE NOTICE
Vendor:
Purchase Order #:
From:
Date:
The purchase order should be amended to reflect the following changes:
PO with Receiving Line Item Number(s) From To
o Price Revision:
o Item Description Change: From To
o Item Quantity Revision:
Blanket PO
o Blanket Total Change: From $ To $
o Scope or Service Change:
o Please provide reason for this change (attach supporting documentation):
o SACS Budget Revision:
From: To:
Supervisor Approval
Staff Accountant Approval Date
Purchasing Department (707) 399-5144 FAX: (707) 399-5151
RETURN TO VENDOR
Date:
Fro m: Originator Name School Site/Department
Purchase Order No:
Vendor Name:
Please return the following items to the vendor:
Vendor Order # If available
Note: All returns must be arranged within 30 days of receipt Any damages must be reported immediately Items must be retained in the original container and should be in new condition Returns may be subject to restocking fees and additional shipping charges
If returning items for exchang e, please list the new items req uested:
Signature: → SITE: FORWARD FORM TO PURCHASING DEPT
PURCHASING: RETUR N FORM TO SITE → SITE: AFFIX THIS FORM TO BOX TO BE RETURNED AND KEEP IN FRONT OFFICE. WAREHOUSE STAFF WILL PICK UP Warehouse Use Only
Picked Up Fro m Site By: Pick U p Date: Returned Via: UP S Return Label fro m Ve ndor P icked up by Ve ndor Other:
Fairfield-Suisun Unified School District
APPROVAL OF PURCHASE ORDERS
APY.002
Major Purchases and Board Approval
The Purchasing Department will determine if competitive quotes or formal bids are needed, and will obtain them from relevant vendors. When appropriate, formal solicitations will be presented to the Governing Board for approval and award.
Split Purchases
All purchases from the same vendor for the same purpose should be included on one purchase order (P.O.), not submitted on several different P.O.s. Multiple account lines can be charged on one P.O., and more than one item can be ordered on one P.O. Splitting purchase for the purpose of evading compliance with bidding requirements is not permitted.
Comparative Shopping Requirements
To ensure that the District is obtaining materials and services at the most competitive prices, state law requires “comparative shopping” before the purchase is made. The guidelines for comparative shopping vary according to the funding resource, the size of the purchase, and may dictate the ranging from informal to formal price quotes. These guidelines are described as follows:
Informal Quotes
APY.002
Formal Quotes
Purchases from $1,000 up to $5,000 require documentation of informal quotations from three separate sources. The Purchasing Department will obtain and/or assist with quotes prior to actual purchase.
Purchases from $5,000 to $60,000 for services or up to $99,100 (adjusted annually) for equipment and materials require three (3) formal written quotes. The Director of Purchasing and Contract Services, District Buyer or end user obtains a formal quote that is written on company’s letterhead or on a Fairfield Suisun Unified School District quotation form and signed by an authorized employee of the company. Quotes are to be attached to the purchase requisition. The Purchasing Department will perform and or assist with this task.
Page 1 of 2 2022-2023
Fairfield-Suisun Unified School District
APPROVAL OF PURCHASE ORDERS
APY.002
Bid Requirements
Board Policy 3311 requires the District to obtain bids on certain contracts and on certain material and/or supply purchases (excluding cafeteria food supplies). Contact the Director of Purchasing for any contracts or purchases in excess of $60,000 to determine whether or not the bid requirements apply. Generally, the contract or purchase must go to the vendor with the lowest bid, who meets the specifications set by the District. The contract or purchase specifications may require Board approval.
The bid threshold for contracts for public projects as defined in Public Contract Code section 22032 is $60,000.
The bid threshold for contracts pursuant to Public Contract Code Section 20111(a) effective January 1, 2012, is $99,100 for the following contracts:
● Purchase of equipment, materials, or supplies to be furnished, sold, or leased to the school district.
● Services that are not construction services.
● Repairs, including maintenance as defined in Section 20115, that are not public projects as defined in Section 22002 (c).
In accordance with Public Contract Code Section 20111(c) – the bid requirements shall not apply to professional services or advice, insurance services, or any other purchase or service otherwise exempt from this section.
APY.002
Page 2 of 2 2022-2023
Fairfield-Suisun Unified School District
AUDIT CONTROL REQUIREMENTS
APY.003
Original Invoices
The Business Office retains all original invoices, contracts, and other back-up submitted for payment. If the sites need a copy of the invoice or support, they are to keep copies for themselves. Paying from copies of invoices could result in duplicate payments. Therefore, the following procedures are to be used when making payment from an invoice copy:
o The only situation in which an invoice can be paid from a copy is when the unpaid invoice is over 60 days outstanding or when payment from a copy is approved by the Director of Accounting or the Director of Fiscal Services
o The vendor history report must be checked to ensure that the invoice has not been paid
o The ordering site must be contacted to verify that the invoice was not paid by an employee (and subsequently reimbursed to that employee) or paid by a student body organization
o "Invoice not previously paid" must be written on the copy, initialed and dated by the appropriate site/program administrator and the Director of Accounting or the Director of Fiscal Services
Sufficient Budget
There must be sufficient budget before any expenditure is authorized. The Business Office must check each account line to verify that there is sufficient budget for the expenditure being processed. If a requisition is submitted with improper coding, the initiator of the requisition will be notified via email of the need for the change in coding. The requisition will be released back to the site for correction and budget transfer to the new code if necessary. Once the coding is corrected and sufficient budget is set up the initiator must resubmit the requisition. No P.O. will be issued, and no payment will be made until each budget line has been verified for sufficient budget.
School Site Plan Component
Expenditures of categorical funds are to include notation of the appropriate School Site Plan Component.
Fairfield-Suisun Unified School District
AUDIT CONTROL REQUIREMENTS
APY.003
Payment Processing
Direct Pays - Original invoices must accompany all payments. Invoices or receipts cannot exceed $100.00 without prior approval from the Director of Purchasing. Without pre-approval, the $100 limit will be the only amount reimbursed.
Purchase Orders - Invoices must be dated after issue date of the Purchase Order. No payments will be made for invoices dated prior to Purchase Order date.
● P.O. with Receiving: A packing slip or a copy of the invoice must be initialed and dated, indicating that goods or services have been received or provided, and line items must be received in the Escape financial system for a payment to be processed.
● Blanket P.O.: A packing slip or a copy of the invoice must be initialed and dated, indicating that goods or services have been received or provided, for a payment to be processed.
Fairfield-Suisun Unified School District
CONTRACTED SERVICES (INDEPENDENT CONTRACTOR)
APY.004
The District pays for services in two ways – through payroll (wages to employees) and through accounts payable (payments to independent contractors, also called consultants). There are many complex laws (common law, statute, and IRS regulations) that provide guidance when determining the employee/independent contractor status of individuals providing services to the District.
Under the following circumstances, an individual must be compensated as an employee when rendering services to the District:
● When the individual is already an employee of the District (in any capacity and in any location), they cannot also be an independent contractor with the District.
● When the individual is performing the work of an existing job (employee) classification, they cannot be an independent contractor.
● When the individual does not meet the legal definition of “independent contractor.”
Generally, workers are classified as employees not as independent contractors if they provide personal services performed in District facilities, use District equipment (instead of providing their own equipment), operate under District supervision and control, charge an hourly rate, perform such services exclusively for the District, or perform services similar to those of other District employees. The IRS classifies the following educational workers as employees (this is not an all inclusive list):
Administrators
Teachers/Instructors
Specialty Teachers
Substitutes
Counselors
Tutors
Teaching Assistants
Athletic Coaches
Psychologists
Intern Psychologists
School Bus Drivers Nurses
Clerical Staff
Librarians
Cafeteria Workers
Examination Monitors
Interim Workers
In some cases, a person may perform employee-type services for a defined period of time (short-term/temporary assignments). The length of assignment is not a factor when determining employee/independent contractor status.
An individual cannot legally perform paid services until the individual has been processed through either the Personnel Department (as an employee) or the Contract Process (as an independent contractor). Work may not start until required District processes—including criminal background checks—have been completed. If a site or department administrator instructs an individual to begin work before the Human Resources designated start date, or prior to
Fairfield-Suisun Unified School District
CONTRACTED SERVICES (INDEPENDENT CONTRACTOR)
Business Office contract authorization, that site or department administrator may be personally liable for any costs incurred; no compensation will be provided for services rendered prior to authorization.
The IRS has provided a list of questions to determine if services provided meet the legal definition of “independent contractor.” These questions are as follows:
1. Does the District provide the worker with instructions as to when, where and how work is performed?
2. Did the District train the worker in order to have the job performed correctly?
3. Are the worker's services a vital part of your district's operations?
4. Is the person prevented from delegating work to others?
5. Is the worker prohibited from hiring, supervising and paying assistants?
6. Does the worker perform services for you on a regular and continuous basis?
7. Does the District set the hours of service for the worker?
8. Does the person work full time for your district?
9. Does the worker perform duties on your district's premises?
10. Does the District control the order and sequence of the work performed?
11. Does the District require workers to submit oral or written reports?
12. Does the District pay the worker by the hour, week or month?
13. Does the District pay for the worker's business and travel expenses?
14. Does the District furnish tools or equipment for the worker?
15. Does the worker lack a "significant investment" in tools, equipment and facilities?
16. Is the worker insulated from suffering a loss as a result of the activities performed for your district?
17. Does the worker perform services solely for your district?
18. Does the worker not make services available to the general public?
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Fairfield-Suisun Unified School District
CONTRACTED SERVICES (INDEPENDENT CONTRACTOR)
APY.004
19. Does the District have the right to discharge the worker at will?
20. Can the worker end the relationship without incurring any liability?
If the answer is “yes” to more than 2 of the questions, the individual will be treated as an employee of the District, unless they provide an IRS Determination of Worker Status Form SS-8 indicating a finding to the contrary.
Request for Contract
A Request for Contract form (see attached) must be completed, signed in ink, and submitted to the Purchasing and Contract Services Department for processing.
Request for Contract Amendment
When changes are necessary after a contract has been issued, complete the Request for Contract Amendment form (see attached), sign it in ink and submit it to the Purchasing and Contract Services Department for processing.
Page 3 of 3
FROM:
REQUEST FOR CONTRACT
Originator Name
Date:
School Site/Department
The following information must be com pleted for contract processing. Services cannot be scheduled without an authorized Contract Number.
Is this vendor currently, or has vendor ever paid into the California State Public Employees or California State Teachers Retirement System (CALPERS or CALSTRTS)? Yes No
TYPE OF CONTR ACT REQUESTED:
Consultant Construction Services
MOU Other
Provide a detailed scope of services to be perform ed:
Will services involve unsupervised contact with students? Yes No
Effective Term: From: To:
Applicable Rate: $
Contract Cost: $ Up to, but not to exceed: $
ATT ACH ANY VENDOR PROPOS ALS OR R ATE SCHEDULES TO THIS FORM
Com pany Name:
Address:
City, State, Zip:
Contact Name:
Phone Num ber: Fax Num ber:
Contract Contact email address:
Funding Source: (Title I, etc.) Site Plan: Page# & Justification #
SACS Account:
Site/Department Administrator Approval
Director of Elementary/Secondary Education Date Categorical Services
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
Purchasing Department (707) 399-5144 FAX: (707) 399-5151
REQUEST FOR CONTRACT AMENDMENT
Date:
From: Originator Name
Contract Number:
Vendor Name:
School Site/Department
Purchase Order No.:
Please revise this Contract to reflect the following changes:
COST INCREASE / DECREASE From: To:
Reason:
REVISED SCOPE OF SERVICES
CHANGE TO CURRENT TERM
Current Term: Starting Date: Ending Date:
Revised Term: Starting Date: Ending Date:
SACS ACCOUNT CHANGE From
RENEW CONTRACT FOR ONE ADDITIONAL TERM
TERMINATE CONTRACT
Site/Department Administrator Approval Date
Director of Purchasing & Contract Services
Date OFFICE USE ONLY Amendment #
Fairfield-Suisun Unified School District
FIXED ASSETS/INVENTORY OF ASSETS
APY.005
Certain purchases for physical items represent a significant investment of public funds; therefore, special tracking, accounting, and reporting rules apply when acquiring, disposing of, or transferring them. The rules governing these purchases depends on the cost of the items. The two types of assets are “capitalized fixed assets” and “non-capitalized assets.”
Fixed Assets
Capitalized fixed assets, for the purposes of this procedure, are defined as a single item that costs $15,000 or more when purchased.
Inventory of Non-Capitalized Fixed Assets
Items purchased with a value of $500-$14,999 must be inventoried; therefore, they need to be shipped directly to the Warehouse unless the item is over-sized or has unique installation requirements. In these cases, the Warehouse is to be notified of the purchase and the delivery date. This procedure also applies to purchases of equipment by a student body.
Additions
When fixed assets are received at the Warehouse:
● Upon receipt of item, a fixed asset tag is assigned and affixed to the equipment
● Item is entered into the appropriate fixed asset system
● Item is sent to the site
When items to be tagged are received at the school/department:
● Staff contacts the Warehouse (do not place item in service until equipment information has been recorded by Warehouse personnel)
● Warehouse representative visits site, tags equipment, records item specific data (serial #, acquisition date, etc…), and provides for the proper accounting and scheduling of data
● Site then places the equipment in use
Computer Equipment
Purchases of computers or related equipment must be approved by the Director of Technology Support Services. Consult the Technology department to get the current list of approved District supported hardware/software.
Fairfield-Suisun
FIXED ASSETS/INVENTORY OF ASSETS
APY.005
Transfer and Disposal of Inventory Items
Items are never to be transferred between sites without first notifying the Director of Purchasing.
Purchasing is to be contacted for the proper disposal procedure for retired equipment (process may be different for different items).
Assignment of Equipment to District Personnel
Should any FSUSD personnel require the use of District owned equipment offcampus, the site/department must track the assignment to and the return of the equipment; and be able to produce the item for physical inspection, inventory, service, audit, or inspection upon proper notice (within 10 working days of notice).
Annual Inventory
Each spring the Business Office sends a list of assets to each site. The site administrator verifies possession and the location of the asset and returns the list to the Business Office.
APY.005
Page 2 of 2
New 11/2019
Equipment Loan Record
This is to certify that on , I , located at Date
Name of Recipient (PRINT)
Description (Item & Accessories)
I certify that, except for FSUSD-approved off-campus school business, I shall be personally responsible for any damages to or loss of the above-listed property while it is in my custody and outside of FSUSD buildings. FSUSD-approved off-campus school business is defined as “transit to/from and participation in FSUSD-approved workshops, classes, events and/or conferences.” [Most personal insurance policies cover such non-business use (less the deductible charge) or allow for the purchase of a Personal Article Floater (approx. $30/year) to cover damages or theft.]
I, , authorize Fairfield-Suisun USD to deduct from my pay warrant, amounts associated with the item(s) (detailed below) provided to me by Fairfield-Suisun USD, which are not returned upon request. I understand that the amount I am liable for equals the depreciated value of the item(s) provided to me, which is determined by Fairfield-Suisun USD.
SPECIAL INSTRUCTIONS: If you transfer/ leave the district, please contact your IT Tech so the proper paperwork can be completed, to release you of responsibility of the laptop/iPad. Please do not forward laptop/iPad to another person until paperwork is completed. If district equipment that is checked out to you is lost or stolen, you must report the details of the incident immediately to your supervisor and complete all required police report paperwork
I agree with the statements listed above without exception.
Fro m:
Purchasing Department (707) 399-5144 FAX: (707) 399-5151
TRANSFER / DISPOSAL OF DISTRICT PROPERTY
Date:
Originator Name
School Site/Department
The transfer or disposal of the propert y listed below is requested:
Current Location:
Transf er to Surplus
Transf er to Another Site:
Disposal - Sale by Public Auction
Disposal in Public Dump
Comments:
Was this propert y purchased with Categorical funds? Yes No Description
Attach Additional List as needed
Site/Department Administrator Approval Date
Director of Purchasing & Contract Services Date
Board Appro val Date:
Fairfield-Suisun Unified School District
CURRENT LIABILITIES/YEAR END CLOSING
APY.006
At the end of the fiscal year (June 30) each outstanding purchase order must be analyzed to determine whether a current liability needs to be set up, the purchase order needs to be rolled over to the new year, or the purchase order needs to be cancelled.
Each site/program meets with the appropriate Accounts Payable staff member to analyze all outstanding purchase orders:
• Items have been received by June 30 of the fiscal year but no bill has been paid - a current liability is set up which charges the current fiscal year budget for the anticipated amount of the bill - any variance in the actual bill from the amount that is set up as a current liability will be charged/credited to the new year budget
• Items have not been received by June 30 of the fiscal year - the purchase order is rolled over to the new year - items must be charged against the new year’s budget
• Items have not and will not be received - the purchase order is cancelled
Fairfield-Suisun Unified School District
DISTRICT REVOLVING CHECKING ACCOUNT
APY.007
The District Revolving Checking Account is to be used in the following manner:
• To establish petty cash funds (limit to $250 for Elementary Schools; $400 for all other schools and offices)
• To reimburse employees for travel expenses (especially those under $100)
• To reimburse employees for school/program authorized purchases (especially those under $100)
• For emergency checks
• For payroll corrections
The District Revolving Checking Account is not to be used for:
• Routine purchases that can be processed through the normal accounts payable process
• Under no circumstances are checks to be written without a receipt in hand
Signature Requirements
Revolving Fund checks require two signatures. Any two of the five employees authorized on the bank signature card may sign the checks.
Bank Reconciliation
Bank Statements are to be reconciled to the checking account balance on a monthly basis.
Fairfield-Suisun Unified School District
SCHOOL SITE/DEPARTMENT
Revolving Cash is to be used in the following manner:
• To reimburse employees for travel expenses (only those under $20)
• To reimburse employees for school/program authorized purchases (especially those under $20)
• For emergency expenditures
Revolving Cash is not to be used for:
• Routine purchases that can be processed through the normal accounts payable process
• To compensate any individual for services rendered (it is not for payroll or independent contractor transactions)
• Under no circumstances is cash to be given without a receipt in hand
Request For Reimbursement
Periodically, the account will need to be replenished. To request reimbursement for the checking account, use the Revolving Checking Account Reimbursement Request form. Establish a cycle of reimbursement requests so that there are always funds available in the account. A good guide to use is to request reimbursement of the account when it is depleted by half. For example, if the school has a $250 account and the current balance is $125, a request for reimbursement should be submitted to the Business Office.
Requests for Reimbursement must be approved by the school principal/program manager and must be accompanied by the original receipts.
Final Requests for Reimbursement must be submitted to the Business Office no later than May 31. This will allow enough processing time to make the final reimbursement before June 30.
Under no circumstances should funds other than District reimbursement checks be deposited in the Revolving Cash Account.
Fairfield-Suisun Unified School District
SCHOOL SITE/DEPARTMENT REVOLVING CASH ACCOUNTS
APY.008
Revolving Cash Year-End Close Out
All revolving cash funds are to be closed out and submitted to the Business Office on or before May 31, so they can be reimbursed to the District revolving fund before June 30. Complete the attached Revolving Cash Fund – Request for Reimbursement Form and return it with the cash on hand to the Business Office.
Failure to close out accounts according to this procedure, failure to reconcile the account (cash and receipts), or failure to secure revolving cash funds will result in the termination of revolving cash privileges.
APY.008 Page 2 of 2 Rev 08/17
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
REVOLVING CASH FUND – REQUEST FOR REIMBURSEMENT
REVOLVING CASH FUND REIMBURSEMENT SUMMARY
(This form is a record of expenditures. It is to be complete at the time fund reimbursement is requested. Attach all paid receipts and forward to the Business office)
School/Department:________________________________________________ Month:______________________20______ DATE
PREPARED BY:____________________________________ DISTRICT OFFICE USE ONLY
Distribution: White & Yellow – Business Office Pink – Site/Department Rev 08/17:busrevolving
APY.008 Revolving Cash Fund – Request for Reimbursement Form
Fairfield-Suisun Unified School District
REVOLVING CASH FUND RECEIPT FORM
Fairfield-Suisun Unified School District
TAX IDENTIFICATION NUMBERS (TIN)
APY.009
Securing Correct Tax Identification Numbers (TIN)
A W-9 form must be supplied to all new vendors, who should properly and legibly complete the form to reflect:
● Appropriate TIN number or
● Personal Social Security Number
● Official IRS name and address of place of business
● Type of business
Receipt of B-Notice from IRS
B-notices received from the IRS are forwarded to the Purchasing Department:
● Purchasing notifies the vendor of the IRS discrepancy noted in the B-notice and requests a new W-9 from the vendor
● Vendor is notified that their account with the District is frozen until the new W9 form is received
● Vendor record is suspended in the financial system, pending resolution of the B-notice – this action will not allow for payments to be made to the vendor
● If necessary, a second notice is issued to the vendor requesting a correct W-9
● If no response is received, the vendor is inactivated in the system
● Once resolution is attained, the vendor is reinstated and notified as such
● Purchasing retains all B-notices and resolution documentation in their files
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Fairfield-Suisun Unified School District
LOST/DESTROYED/STALE-DATED ACCOUNTS PAYABLE AND STUDENT BODY CHECKS
APY.010
Checks Lost in the Mail
The Solano County Office of Education will not place a stop payment on a check lost in the mail until five days after date of issue. A new check will be written on the next available accounts payable run after the stop payment is issued.
Checks Lost or Destroyed by the Vendor
If a check is lost or destroyed by a vendor a stop payment will be placed on the check immediately. The vendor will pay the stop payment fee to the District. A new check will be written on the next available accounts payable run after the stop payment is issued.
Stale-Dated Checks
If a stale-dated check is found, the vendor should bring the check to the accounts payable department to have the check reprocessed, which can take up to one week to process. If a stop payment is necessary, the vendor will pay the stop payment fee to the District.
Fairfield-Suisun Unified School District
GIFT CARDS
APY.011
The District prohibits the purchase and distribution of gift cards to students, parents and/or staff. Gift cards, especially those with which alcohol and/or tobacco may be purchased, can easily be seen as a gift of public funds which is a violation of the law.
Donations of gift cards are acceptable; however the purchase of gift cards, even with donated funds, is not allowable.
The legality of any expenditure is determined by the "gift of public funds" provision in the California Constitution, Article 16, Section 6. This constitutional provision prohibits making any gift of public money to any individual (including public employees), corporation, or other government agency.
Expenditures of school funds must be for a direct and primary public purpose to avoid being a gift. An approved public purpose must be within the scope of a school district’s jurisdiction and purpose, which does not extend to purposes such as aid to the indigent and the like, or the promotion of social welfare, although these may be lawful public purposes for other agencies.
Fairfield-Suisun Unified School District
DISTRICT CREDIT CARDS
APY.012
The use of personal credit cards for business expenses is discouraged. See Procedure APY.005 - Conference Attendance Requests for information regarding procedures for making travel arrangements through the Business Office.
The District has five credit cards issued as follows:
Superintendent
Assistant Superintendent, Educational Services
Assistant Superintendent, Human Resources
Director of Human Resources
Executive Director of Administrative Services & Community Engagement
Director of Purchasing and Contract Services
Executive Assistant to the Superintendent
Executive Assistant to the Superintendent
Employees who are issued credit cards for business use are not to make personal charges on the District’s credit card.
Each Administrator is responsible for timely payment of credit cards, as untimely payment will result in a hold being put on ALL District credit cards. To make payment, use the Direct Payment Budget Codes Distribution form. If multiple budget codes are being used for a payment, specify the amount to be charged to each code. The total at the bottom should match the invoice total.
Once the form is complete and signed by the administrator, forward it to the Accounts Payable department immediately.
In addition, if receipts for credit card charges are not submitted to the Accounts Payable Department in a timely manner, employees will be expected to reimburse the District for all late and finance charges.
Direct Payment Budget Codes Distribution
PAYMENT DISBURSEMENT Date:
Vendor: U.S. Bank Corporation Department:
Invoice #:
Invoice Date:
Breakdown of Payments to Each Budget Code as Follows:
TOTAL
Administrator Approval Date
Business Services Division Procedure Manual
Attendance
Fairfield-Suisun Unified School District
ABSENCE VERIFICATION ATTD.001
Absence Verification Requirements:
To provide adequate audit documentation of the truth or facts concerning an absence, the verification (note or phone log) must contain:
• Student’s Full Name
• Grade or Teacher
• Date(s) Absent and Verification Date
• Cause of Absence
• Name and Relationship of Reporter
• District Employee’s Signature or Initials
Absence verification is to be done by employees only.
Verification must be received and recorded within the current fiscal year. Otherwise, the absence is unexcused.
• Student maintains his/her place in the school and the classroom.
• No pupil should be required to participate.
• Suspended pupils may not participate.
• No individual with an IEP may participate unless their IEP specifically provides for that participation.
• Temporarily disabled pupils may receive individual instruction not to exceed 14 instructional days through Short Term Independent Study.
• To earn ADA, independent study contract must be a minimum of 3 consecutive days, otherwise academic credit only.
No ADA shall be earned if:
• Work is not turned in on the due date as specified in the contract.
• Contract is for less than 3 consecutive days.
• Sample of completed work is not attached.
• Certificated Staff Member doesn’t certify days of credit.
• Missing required signatures of designated Certificated Staff Member, student, or parents prior to the commencement of Independent Study.
• No credit for attendance may be reported for ADA purposes until the work is submitted and assessed by the supervising teacher or designated Certificated Staff Member
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
INDEPENDENT STUDY
ATTD.003
Process
• Completed master agreement negotiated and signed by the student, Certificated Staff Member, and parent(s).
• Teacher assigns body of work comparable to what would be done in regular class during time of independent study.
• At contract due date, certificated employee evaluates work for both academic quantity and quality to assure apportionment credit is due.
• Certificated Staff Member certifies number of days of work completed.
• Attendance earned is recorded in full day units. Certificated Staff Member certifies earned days of credit.
• Contract and documentation of assignments with sample of student work attached must be kept 3 years.
• Attendance can only be earned for the dates specified in the contract.
• If contract is for 3 days and student completes less than 3 days of credit work, less ADA may be claimed.
• The written agreement should specify the length of time in which each independent study assignment must be completed. If the work is turned in later than the due date, it cannot be counted for completed independent study in the student attendance system.
• Except in unusual circumstances, it is expected that the supervising Certificated Staff Member will meet with each participating student at least once a week to discuss the student’s progress.
• Independent study agreements are valid for a maximum of up to one school year only.
Fairfield-Suisun Unified School District
BELL SCHEDULES ATTD.004
The process of developing and approving bell schedules for school sites will commence on January 1st each year and reach conclusion by March 31st . If the site is submitting a restructuring plan that will impact bell schedules, the site principals are to provide two bell schedule options; one for the restructuring plan and one if there is no restructuring. Completed templates are to be submitted to the District Accountant no later than January 31st.
Development and Approval of Bell Schedules:
The responsibility to develop the bell schedule is not to be delegated, as it is of utmost importance that the Principal of the school site completes this task.
● All bell schedules will be in a standard format on a universal template that will be provided by the Ed Services Department – no other template is to be used to submit bell schedules
● The District Accountant responsible for Attendance Accounting is the central point of collection for all bell schedules
● All bell schedules are tentative until final approval is received from the Business Office – do not distribute tentative bell schedules to parents, etc., prior to final approval
● NO changes are allowed once a schedule has been approved (in the RARE case that a schedule must be changed, contact the District Accountant to obtain approval – do NOT contact Child Nutrition Staff or Transportation Dispatchers to inform them of bell schedule changes)
Parameters:
● All bell schedules must adhere to the number of instructional minutes identified by the District. California Education Code requires schools of the same grade level to offer the same number of instructional minutes.
o TK sites must have 36,000 annual instructional minutes
o Kindergarten sites must have 48,780 annual instructional minutes
o 1-8 (elementary school) each site must have 54,675 annual instructional minutes
o 6-8 (middle school) each site must have 60,070 annual instructional minutes
o 9-12 (high school) each site must have 65,391 annual instructional minutes
o 10-12 (Continuation High School) each site must have 59,380 annual instructional minutes
Fairfield-Suisun Unified School District
BELL SCHEDULES
ATTD.004
● Breakfast will be served at least 30 minutes before the first bell unless otherwise approved by the Director of Child Nutrition Services
● The window between the beginning of the school day and the start of the last lunch period can be no greater than five hours
● Elementary lunch breaks must be 35 minutes in length and will not count for instructional minutes The window between the end of breakfast and the beginning of lunch can be no less than two hours
● 20 minutes of recess at elementary schools that can be implemented as one of the following:
o Divided between two recesses (a morning and afternoon)
o A recess of 15 minutes in the morning and 5 minutes of recess added to lunch.
● If questions arise at any point during the approval process, Ed Services will work directly with the site to resolve the questions and restart the approval process from the beginning
● NO changes are allowed once a schedule has been approved (in the RARE case that a schedule must be changed, contact the District Accountant to obtain approval – do NOT contact Child Nutrition Staff or Transportation Dispatchers to inform them of bell schedule changes)
Process:
● Start times will be dictated by EC § 46148
● Directors of Elementary/Secondary Education will send out the current year bell schedule along with the universal template indicating the required start and stop times for site Principals to complete
● Site Principal submits tentative schedule to District Accountant, including schedules for regional special education programs (by January 31st)
● District Accountant verifies sufficiency of instructional minutes – passes bell schedule on to Transportation to review transportation capabilities and return the templates to the District Accountant
● The District Accountant will forward to the Director of Child Nutrition who then verifies compliance with 5 hour span between breakfast and lunch – passes bell schedules back to District Accountant
● The District Accountant will send the tentative bell schedule to the Directors of Elementary/Secondary Education to ensure the district is compliant with educational guidelines. Once reviewed, the template will be returned to District Accountant
● District Accountant rechecks instructional minutes if changes have been made –final approval is given by District Accountant
● District Accountant obtains sign-off from Director of Elementary/Secondary Education and sends hard and electronic copies of final schedule to site Principals and all Directors included in this process
● Site Principals implement approved schedule and share information with parents and staff, as appropriate
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Fairfield-Suisun Unified School District
BELL SCHEDULES
ATTD.004
● NO changes are allowed once a schedule has been approved (in the RARE case that a schedule must be changed, contact the District Accountant to obtain approval – do NOT contact Child Nutrition Staff or Transportation Dispatchers to inform them of bell schedule changes)
Standard Schedule Guidelines
Transitional Kindergarten
Regular Days (M, T, Th, F)
Collaboration Days (W)
● 200 instructional minutes per day for 135 days
● 10 minute recess (Note: 10 minute recess is included in the 200 minute instructional day)
● If lunch is added, lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● Teacher led P.E. activities count toward instructional minutes
● TK must have the same number of instructional minutes every day on regular days
● 200 instructional minutes per day for 36 days
● 10 minute recess (Note: 10 minute recess is included in the 200 minute instructional day)
● If lunch is added, lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● Teacher led P.E. activities count toward instructional minutes
● TK must have the same number of instructional minutes every day on collaboration days
Minimum Days
● 200 instructional minutes per day for 9 days
● 10 minute recess (Note: 10 minute recess is included in the 200 minute instructional day)
● If lunch is added, lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● Teacher led P.E. activities count toward instructional minutes
● TK must have the same number of instructional minutes every day on minimum days
Kindergarten
Regular Days (M, T, Th, F)
ATTD.004
● 290 instructional minutes per day for 135 days
● 20 minutes of recess that can be implemented as one of the following (Note: recess minutes are not included in the 290 minute instructional
Page 3 of 7 Rev 01/2023
Collaboration Days (W)
Fairfield-Suisun Unified School District
BELL SCHEDULES
ATTD.004
day):
● Divided between two recesses (a morning and afternoon)
● A recess of 15 minutes in the morning and 5 minutes of recess added to lunch
● Lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● Teacher-led P E activities count toward instructional minutes
● Kindergarten must have the same number of instructional minutes every day on regular days
● 215 instructional minutes per day for 36 days
● 10 minutes of morning recess (Note: 10 minute recess is included in the 215 minute instructional day)
● Lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● Kindergarten must have the same number of instructional minutes every day on collaboration days
Minimum Days
● 210 instructional minutes per day for 9 days
● 10 minutes of morning recess (Note: 10 minute recess is included in the 210 minute instructional day)
● Lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● Kindergarten must have the same number of instructional minutes every day on minimum days
1st-8th Grade
Regular Days (M, T, Th, F)
Collaboration Days (W)
● 325 minutes per day for 135 days
● 20 minutes of recess that can be implemented as one of the following:
• Divided between two recesses (a morning and afternoon)
• A recess of 15 minutes in the morning and 5 minutes of recess added to lunch
● Lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● 1st-8th grade must have the same number of instructional minutes every day on regular days
● 250 instructional minutes per day for 36 days
● 20 minutes of recess that can be implemented as one of the following:
● Divided between two recesses (a morning and afternoon)
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01/2023
Fairfield-Suisun Unified School District
BELL SCHEDULES
ATTD.004
● A recess of 15 minutes in the morning and 5 minutes of recess added to lunch
● Lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● 1st-8th grade must have the same number of instructional minutes every day on collaboration days
Minimum Days ● 200 instructional minutes per day for 9 days
● 10 minutes of morning recess
● Lunch period must be a minimum of 35 minutes, 30 minutes duty free lunch + 5 minute passing (lunch is non-instructional time)
● 1st-8th grade must have the same number of instructional minutes every day on minimum days
Regular Days (M, T, Th, F)
Middle School (Grades 6-8)
● 132 days
● 344 instructional minutes per day for 132 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Collaboration Days (W)
● 36 days
● 296 instructional minutes per day for 36 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Minimum Days
Rally Days
CAASPP Days
ATTD.004
● 1 day
● 296 instructional minutes per day for 1 day
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 1 day
● 296 instructional minutes per day for 1 day
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 10 days
● 345 instructional minutes per day for 10 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward
Page 5 of 7 Rev 01/2023
Fairfield-Suisun Unified School District
BELL SCHEDULES
ATTD.004
instructional minutes
Total Days 180 days
Total Instructional Minutes 60,106 minutes
Regular Days (M, T, Th, F)
High School (Grades 9-12)
● 123 days
● 378 instructional minutes per day for 123 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Collaboration Days (W)
● 36 days
● 317 instructional minutes per day for 36 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Minimum Days
Rally Days
CAASPP Days
Finals Days
● 1 day
● 317 instructional minutes per day for 1 day
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 4 days
● 317 instructional minutes per day for 4 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 12 days
● 385 instructional minutes per day for 12 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 4 days
● 320 instructional minutes per day for 4 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Total Instructional Days 180 days
Fairfield-Suisun Unified School District
Total Instructional Minutes
Regular Days (M, T, Th, F)
BELL SCHEDULES
minutes
Sem Yeto (Grades 10-12)
● 119 days
● 345 instructional minutes per day for 119 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Collaboration Days (W)
● 36 days
● 275 instructional minutes per day for 36 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Minimum Days
Rally Days
CAASPP Days
● 9 days (May be reduced in MOU for 23-24)
● 260 instructional minutes per day for 9 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 4 days
● 295 instructional minutes per day for 4 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
● 12 days
● 345 instructional minutes per day for 12 days
● 30 minute duty free lunch
● Maximum of 25 passing minutes counted toward instructional minutes
Total Instructional Days 180 days
Total Instructional Minutes
minutes
Exceptions to the Standard Site Bell Schedules include:
● Any Restructuring Plan
Fairfield-Suisun Unified School District
DISENROLLMENT/DROPS
ATTD.005
Students are to be disenrolled from the student attendance system as follows:
Beginning of School Year
● When a student is absent for the first 3 days of the school year and staff has made a conscientious effort to contact the family (including review of prior year’s status in programs such as Home and Hospital), the student may be immediately “No Showed” from the student attendance system.
● If a student has been “no showed at the beginning of the year, a staff person at the site shall submit a home visit referral form (via the Google form on the Student Services’ website). Student Services will follow up on the referral and update the site with the home visit outcome and enter the information in Aeries.
During the School Year
● If a student has attended school and has 3 successive unexcused absences, the school site is to verify if the student should still be enrolled in the school via phone calls, letters, and/or home visits.
● If the site is able to verify that the student has left the attendance area and will be attending another school, the facts of the contact should be written and retained for audit purposes and the student should be disenrolled from the student attendance system.
● If no contact is made, the student should be classified as truant and the parents notified in accordance with truancy procedures (E.C. 48260). The students name should be forwarded to the District’s truancy officer.
● If no contact is established through the truancy officer, and after written notification from Student Services to the respective school site, the student should be disenrolled from the student attendance system using the last day of verified attendance or excused absence as the inactive date. The written record should be retained by the site for audit purposes.
End of School Year
Fairfield-Suisun Unified School District
DISENROLLMENT/DROPS
ATTD.005
● Parents/guardians who self-identify and provide written documentation that they are withdrawing their student for the upcoming school year should be allowed to do so. The student should not be dropped or inactivated. Rather, the student should be transferred to school code 100.
Special Education Students
● Special education students are disenrolled following the same procedures as general education student. When a Special Education Student is dropped for any of the above reasons, the site shall notify the Special Education Data Processing Control Clerk.
Student Information
1.Student’s Legal Last Name
Official Notice of End-of-Year Pupil Withdrawal Fairfield-Suisun
Unified School District
5.Aeries Perm Student ID (6 digits):
6.State Student ID (10 digits):
10.Primary Withdrawal Type
2.Student’s Legal First Name
7.Current Address:
3.Parent/Guardian Name
8.Gender
Male ☐ Female
Select the following that best describes why the student is withdrawing from school:
☐ Graduated
☐ Transfer to be home schooled. Date affidavit was submitted to California Department Of Education.:________________
☐ GED Date passed:______________
☐ Transfer to another school. Name of school:
Address of new school:
☐ Other:
13.Parent/Guardian Signature
4.Current Grade Level
9.Date of Birth (mm/dd/yyyy) / /
11.Special Programs (check all that apply):
☐ IEP
☐ 504 Plan
☐ Foster
☐ Homeless
12.Pending action (check all that apply):
☐ My student is currently being recommended for expulsion.
☐ I have a pending SARB hearing. Date of hearing: ______
14.Last Day of Attendance (mm/dd/yyyy) /
For office use only:
Data in Aeries added by: (initials) Date Added (mm/dd/yyyy)
Last Day of Attendance (mm/dd/yyyy)
Outstanding Balance from Cafeteria? ☐ No ☐ Yes $______ Balance/items owed to the library? ☐ No ☐ Yes $______/Title of checked out items__________________________________________________________________________________
School Official Signature Date (mm/dd/yyyy)
Note: If parent or guardian is unable to sign this form, the school district should indicate the reason the signature was not obtainable.
Fairfield-Suisun Unified School District
SATURDAY SCHOOL
ATTD.006
Saturday School:
Purpose: To make up lost days of instruction, except for suspensions. Saturday school can be required for compulsory education truants.
Compulsory Education Truant (48260): absent without valid excuse 3 full days in 1 school year or tardy more than 30 minutes without valid excuse on 3 occasions in 1 school year, or any combination thereof.
CAN NOT BE USED TO MAKE UP SUSPENSIONS
Requirements:
● Certificated immediate supervision
● Attendance maintained on separate register
● Register must be completed only for full day of absences being made up. Include student name, grade, absence date, make up date, total hours attended and signature of certificated employee supervising. Do not include students on register making up partial days.
● Conforms with minimum day requirements (4.25 hours including a .25 break)
● Preferably within a month of the unexcused absence but not required
● Cannot bank or carry-forward days
● Parental permission (verbal or written required) – must document if verbal (Students deemed as truant do not need parental permission)
● Cannot cause student to be credited with more days than days in the school year
Fairfield-Suisun Unified School District
ATTENDANCE REPORTS
ATTD.007
Reports:
● School sites must reconcile enrollment information on hand at the site to the computer generated enrollment report.
1. Begin with previous month’s ending enrollment
2. Add new students for current school month
3. Subtract dropped students
4. This should agree with computer print-out
● Post all applicable attendance information to the attendance system
● Print out attendance report
● Total attendance data for the school
● Reconcile data
● Review reports for accuracy – trace back sample number of students to source documents to ensure absences are recorded correctly
● Verify the instructional setting of students (Home & Hospital, Special Education, Independent Study, Alternative Independent Study, Regular)make necessary corrections
● Provide Principal with accurate summary report for signature
● Keep copy of report on file for audit
● Notify the Business Office of any changes to attendance made after report is run. Refer to School Month Breakdown Calendar for Business Office report run dates. The school site reports must match the Business Office reports when audited. Do not make any changes after these dates without notification to the Business Office.
Fairfield-Suisun Unified School District
PARTIAL DAY ATTENDANCE
Reporting Partial Day Attendance:
● As a condition of apportionment, there must have been intent for the student to attend school that day.
● Students must be engaged in instruction under immediate control and supervision of certificated personnel.
● Drive-by attendance strategies are not allowed (checking in a sick student, then releasing them to go home).
● Cannot claim days when sick children pick up assignments from teacher (remember intent).
● Validate situations where student is recorded as present for only one or two periods or middle of the day for a limited period.
Student Initiated Absence:
When a student independently leaves school before completing the minimum day (after being under the supervision of a certificated employee) apportionment attendance may be credited. Record an L code in attendance records for programs qualifying for daily attendance accounting; record an L code in attendance records when student attends any fraction of an hour, but not subsequent hours, for programs requiring hourly attendance accounting.
School Initiated Absence:
When a student is suspended or officially released by an authorized certificated school employee before attending the minimum day, apportionment attendance may be credited. Record a Q code in attendance records for programs qualifying for daily attendance accounting; record a Q in attendance records for the period the student was suspended, and an S code for subsequent hours, for programs requiring hourly attendance.
Fairfield-Suisun Unified School District
HOMELESS AND CAREGIVER AFFIDAVITS
ATTD.009
Homeless Affidavit:
The McKinney-Vento Homeless Affidavit is used to certify a student’s lack of an adequate nighttime residence.
The McKinney-Vento Act requires districts to identify and serve homeless children, regardless of whether a district receives federal funds. Districts that receive Title I Part A funds must comply with mandatory set-aside of those funds as necessary to provide comparable services to homeless children. They include not only children who live in shelters, abandoned buildings, care and public spaces, but also children who share housing with other families because of economic hardship or live in motels, hotels, trailer parks, or campgrounds. The term homeless, in this case, means those who lack a fixed regular and adequate nighttime residence.
The McKinney-Vento Affidavit forms may be obtained through the Family Resource Center at 707-421-3224 and InformedK12.
Caregiver’s Affidavit:
The Caregiver’s Affidavit is used to certify a student’s residence as that of the caregiver, as opposed to the parent or legal guardian.
The Caregiver’s Affidavit is completed for students who do not live with their parents or legal guardians, but live with an adult 18 years or older, who resides within district boundaries. It does not create legal guardianship, only a certification of fact that a minor student is residing within District boundaries. The caregiver is required to sign the affidavit under penalty of perjury. The affidavit must be renewed each school year. The affidavit protects the District from litigation and gives the District authority to enroll and educate the student.
Caregiver’s Affidavit forms may be obtained through the Student Services Department at 707-399-4325 and InformedK12.
Fairfield-Suisun Unified School District
THE ANSWERS TO THE FOLLOWING QUESTIONS CAN HELP DETERMINE THE SERVICES THIS STUDENT MAY BE ELIGIBLE TO RECEIVE UNDER THE MCKINNEY- VENTO ACT 42 U.S.C. 11435.
McKinney-Vento Homeless Assistance Act Affidavit
I declare that my family meets one of the following conditions for the McKinney-Vento Homeless Assistance Act: (Please check all that apply)
Lack a fixed, regular nighttime residence:
Live with a friend or relative because I cannot afford housing (Doubled-up) *does not mean you have a roommate living with you at your residence*
Live in a motel / hotel
Live in an emergency shelter, transitional shelter, or domestic violence shelter
Live in a car, trailer, park, or campground
Unaccompanied / Runaway
Other
Name of Parent / Guardian:
Address / Current Location:
Phone: Cell: ( )
Emergency Contact:
Phone: ( )
Please list the full name of each child below and the corresponding school site (you may attach a second sheet as needed) Student Birth Date School Grade
Warning: Do not sign this form if any of the statements above are incorrect, or you will be committing a crime punishable by a fine, imprisonment, or both.
I understand that this affidavit does not transfer into next school year. If my student(s) is no longer living in a homeless situation, he/she/they must attend my resident school. If I would like to remain at this school, I can apply for a transfer during the month of February by completing an Open Enrollment application. If my student(s) is still living in a homeless situation at the end of this school year, I must complete a new affidavit for the new school year.
I have received a copy of this affidavit.
I declare under penalty of perjury under the laws of this state that the information provided here is true and correct.
Signature of Parent / Guardian Date
For Office Use Only:
Upon receipt of a completed affidavit, sites must immediately fax the affidavit to the Family Resource Center at 435-2732; tag the student as homeless on the Programs tab in Aeries using drop down code 191 and enter an eligible start date in the current school year.
Upon receipt of affidavit, Rosa Rico, Family Resource Center Secretary, will notify Child Nutrition of a student’s homeless status. Child Nutrition will input the information and the student is categorically eligible for free meal benefits and they do not need to complete a free/reduced meal application. A site need only submit a Healthy Start Referral if the guardian/student needs additional assistance.
Signature of person entering information:
Date: (Student Services Rev: 9/18/2019)
Fairfield-Suisun Unified School District
Ley McKinney-Vento para Ayuda a Personas sin Hogar (McKinney-Vento Homeless Assistance Act 42 U.S.C. 11435)
Formulario de declaración jurada
Declaro que mi familia cumple uno de los requisitos siguientes de la ley McKinney- Vento para Ayuda a Personas sin Hogar (Marque todas las respuestas que correspondan)
No tener una residencia regular y fija para pasar la noche:
Vivir con un amigo o pariente por no poder pagar una vivienda (espacio compartido) *no significa que tengas un compañero de cuarto viviendo contigo en tu residencia*
Vivir en un hotel o motel
Vivir en un refugio de emergencia, refugio transitorio o refugio para víctimas de violencia doméstica
Vivir en un automóvil, tráiler, parque o campanento
Menor no acompañado / fugitivo
Otro
Nombre del padre / madre o tutor:
Dirección / ubicación actual:
Teléfono: Celular: ( )
Contacto de emergencia: Teléfono: ( )
Indique a continuación el nombre completo de todos los hijos y la escuela correspondiente (puede añidir auna segunda hoja según sea necesario)
Estudiante Fecha de nacimiento
Escuela
Grado
Alerta: No firme este formulario si cualquiera de las declaraciones anteriores es incorrecta, ya que estará cometiendo un crimen penalizado por multa, prisió o ambas.
Entiendo que esta declaración jurada no se transfiere al próximo año escolar. Si mi (s) estudiante (s) ya no viven en una situación de personas sin hogar, él / ella / ellos deben asistir a nuestra escuela de residencia. Si me gustaría permanecer en esta escuela, puedo solicitar una transferencia durante el mes de febrero completando una solicitud de Inscripción Abierta. Si mi (s) estudiante (s) todavía viven en una situación de indigencia al final de este año escolar, debo completar una nueva declaración jurada para el nuevo año escolar.
He recibido una copia de esta declaración jurada
Declaro bajo pena de perjurio, de conformidad con las leyes del Estado de California, que la información anterior es verdadera y correcta .
Firma del Padre / Madre o Tutor Fecha
For Office Use Only:
Upon receipt of a completed affidavit, sites must immediately fax the affidavit to the Family Resource Center at 435-2732; tag the student as homeless on the Programs tab in Aeries using drop down code 191 and enter an eligible start date in the current school year.
Upon receipt of affidavit, Rosa Rico, Family Resource Center Secretary, will notify Child Nutrition of a student’s homeless status. Child Nutrition will input the information and the student is categorically eligible for free meal benefits and they do not need to complete a free/reduced meal application. A site need only submit a Healthy Start Referral if the guardian/student needs additional assistance.
Signature of person entering information: Date: (Student Services Rev: 9/18/2019)
Declaración jurada de autorización para el cuidador
El uso de esta declaración jurada está autorizado por la parte 1.5 (a partir de la sección 6550) de la división 11 del Código de Familia de California.
Instrucciones: Para autorizar la inscripción de un menor en la escuela y su atención médica relacionada con la escuela, basta con llenar los puntos 1 a 4 y firmar la declaración jurada. Para autorizar cualquier otro tipo de atención médica, hay que llenar además los puntos 5 a 8. Escriba en letra de molde.
El menor nombrado a continuación vive en mi casa, y yo tengo por lo menos 18 años de edad.
1. Nombre del menor: __
2. Fecha de nacimiento del menor: ______
3. Mi nombre y apellido (adulto que da autorización): ________________________________
4. Mi dirección residencial: _____________________________________________________
5. ( ) Soy el abuelo, abuela, tío, tía u otro pariente calificado del menor. (Para ver una definición de “pariente calificado”, vea el reverso de este formulario.)
6. Marque uno o ambos (por ejemplo, si se avisó a uno de los padres y no se puede ubicar al otro): ( ) He avisado al/a los padre(s) u otra(s) persona(s) que tiene(n) custodia legal del menor de mi intención de autorizar la atención médica del menor, y no he recibido objeciones. ( ) No he podido ponerme en contacto con el/los padre(s) u otra(s) persona(s) que tiene(n) custodia legal del menor en estos momentos para avisarle(s) de mi intención de dar esta autorización.
7. Mi fecha de nacimiento: __________________________________
8. Mi número de licencia de manejar o de tarjeta de identificación de California:____________.
Alerta: No firme este formulario si cualquiera de las declaraciones anteriores es incorrecta, ya que estará cometiendo un crimen penalizado por multa, prisión o ambas.
Declaro bajo pena de perjurio bajo las leyes del estado de California que lo anterior es veraz y correcto.
1. Esta declaración no afecta los derechos de los padres o del/de los tutor(es) legal(es) del menor con respecto a su cuidado, custodia y control del menor, y no quiere decir que el cuidador tenga custodia legal del menor.
2. Una persona que toma decisiones basándose en esta declaración jurada no tiene obligación de realizar ninguna averiguación o investigación ulterior.
S:\BUSINESS\Procedures\2017-18 Business Procedures Manual\ATTD.010.Caregiver Affidavit Spanish.docx Rev.: 9/13/11
(Información adicional detrás de la página)
PARA LOS CUIDADORES:
1. A los fines del punto 5, se entiende por "pariente calificado” a un cónyuge, padre, madre, padrastro, madrastra, hermano, hermana, hermanastro, hermanastra, abuelo, abuela, tío, tía, sobrino, sobrina, primo/a hermano/a o cualquier otro pariente que tenga el prefijo “bis”, "tatara" o “tío/a” y el cónyuge de cualquiera de las personas indicadas en la definición, aunque el matrimonio haya terminado debido a muerte o disolución.
2. Si no es pariente o un padre de crianza licenciado actualmente, la ley puede exigir que obtenga una licencia de padre de crianza para poder cuidar de un menor. Si tiene alguna pregunta, póngase en contacto con el Departamento de Servicios Sociales de su zona.
3. Si el menor de edad deja de vivir con usted, está obligado a notificar a la escuela, al profesional médico o al plan de servicios de atención de la salud a quienes haya entregado esta declaración jurada. Esta declaración jurada dejará de ser válida después que la escuela, el profesional médico o el plan de servicios de atención de la salud reciban notificación que el menor ya no vive con usted.
4. Si no cuenta con la información solicitada en el punto 8 (licencia de manejar o tarjeta de identificación de California), proporcione otra forma de identificación, como por ejemplo su número del Seguro Social o número de Medi-Cal.
PARA LOS FUNCIONARIOS ESCOLARES:
1. La sección 48204 del Código de Educación estipula que esta declaración jurada es suficiente para determinar la residencia del menor, sin que sea necesario obtener una orden de tutela o cualquier otra orden de custodia, a menos que el distrito escolar determine por otros medios que el menor no está viviendo con el cuidador.
2. El distrito escolar puede solicitar otras pruebas adicionales razonables de que el cuidador vive en el domicilio indicado en el punto 4.
PARA LOS PROFESIONALES MÉDICOS Y PLANES DE SERVICIOS DE ATENCIÓN DE LA SALUD:
1. Una persona que actúe de buena fe, basándose en la declaración jurada de autorización de un cuidador para brindar atención médica o dental, y sin saber de antemano que no todo lo indicado en la declaración jurada es veraz, no tendrá responsabilidad penal o civil ante cualquier persona, y no podrá ser sujeto de acción disciplinaria profesional por haber confiado en lo indicado en la declaración jurada, siempre que se hayan llenado las partes aplicables del formulario.
2. Esta declaración jurada no otorga dependencia a los fines de establecer cobertura de salud.
9/13/11
Caregiver's Authorization Affidavit
Use of this affidavit is authorized by Part 1.5 (commencing with Section 6550) of Division 11 of the California Family Code.
Instructions: Completion of items 1-4 and the signing of the affidavit is sufficient to authorize enrollment of a minor in school and authorize school-related medical care. Completion of items 5-8 is additionally required to authorize any other medical care. Print clearly.
The minor named below lives in my home and I am 18 years of age or older.
5. ( ) I am a grandparent, aunt, uncle, or other qualified relative of the minor (see back of this form for a definition of "qualified relative”.
6. Check one or both (for example, if one parent was advised and the other cannot be located):
( ) I have advised the parent(s) or other person(s) having legal custody of the minor of my intent to authorize medical care, and have received no objection.
( ) I am unable to contact the parent(s) or other person(s) having legal custody of the minor at this time, to notify them of my intended authorization.
7. M y date of birth: _________________________
8. M y California driver's license or identification card number: _________________
Warning: Do not sign this form if any of the statements above are incorrect, or you will be committing a crime punishable by a fine, imprisonment, or both.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Signed: ___________________
Notices:
Dated: ____________________
1. This declaration does not affect the rights of the minor's parents or legal guardian regarding the care, custody, and control of the minor, and does not mean that the caregiver has legal custody of the minor.
2. A person who relies on this affidavit has no obligation to make any further inquiry or investigation.
(Additional Information on back)
S:\BUSINESS\Procedures\2017-18
Additional Information: TO CAREGIVERS:
1. "Qualified relative," for purposes of item 5, means a spouse, parent, stepparent, brother, sister, stepbrother, stepsister, half brother, half sister, uncle, aunt, niece, nephew, first cousin, or any person denoted by the prefix "grand" or "great," or the spouse of any of the persons specified in this definition, even after the marriage has been terminated by death or dissolution.
2. The law may require you, if you are not a relative or a currently licensed foster parent, to obtain a foster home license in order to care for a minor. If you have any questions, please contact your local department of social services.
3. If the minor stops living with you, you are required to notify any school, health care provider, or health care service plan to which you have given this affidavit. The affidavit is invalid after the school, health care provider, or health care service plan receives notice that the minor no longer lives with you.
4. If you do not have the information requested in item 8 (California driver's license or I.D.), provide another form of identification such as your social security number or Medi-Cal number.
TO SCHOOL OFFICIALS:
1. Section 48204 of the Education Code provides that this affidavit constitutes a sufficient basis for a determination of residency of the minor, without the requirement of a guardianship or other custody order, unless the school district determines from actual facts that the minor is not living with the caregiver.
2. The school district may require additional reasonable evidence that the caregiver lives at the address provided in item 4.
TO HEALTH CARE PROVIDERS AND HEALTH CARE SERVICE PLANS:
1. A person who acts in good faith reliance upon a caregiver's authorization affidavit to provide medical or dental care, without actual knowledge of facts contrary to those stated on the affidavit, is not subject to criminal liability or to civil liability to any person, and is not subject to professional disciplinary action, for that reliance if the applicable portions of the form are completed.
2. This affidavit does not confer dependency for health care coverage purposes.
ATTD.010
Home and Hospital Program:
The Home and Hospital Program (H/H) provides home instruction for students who are temporarily unable to attend school for a verified physical or psychological reason. It is designed for students who will be absent for a minimum of 14 instructional days and no longer than the end of the current semester.
NOTE: Students who are absent less than 14 instructional days should be placed on a short-term independent study contract (see ATTD.003)
Referral Process:
● Parents/guardians obtain the referral form from the school site designated personnel.
● A medical doctor or licensed psychiatrist completes and signs the form.
● The form is returned to the school site and forwarded to either the school nurse or school psychologist (original form must be returned).
● The school nurse, or school psychologist, reviews form to ensure it meets the requirements for general education Home and Hospital (duration between four weeks and one semester, temporary disability, student does not have special needs).
● The school nurse or school psychologist verifies the diagnosis and the medical authority of the doctor. He/she provides a written recommendation and signs the form.
● The completed form is forwarded to the school site administrator who also reviews the information and signs. The administrator assigns:
o A teacher, counselor or administrator as the “liaison.” The liaison is the gobetween for the classroom teacher(s) and Home and Hospital teacher. The liaison gathers and returns all books, materials and assignments for the student.
o If student has an IEP, send the application to the corresponding special education department at the central office (Elementary students → Elementary SpEd secretary; Secondary students → Secondary SpEd secretary).
● The Referral Form is sent to Student Services for final approval and assignment of a Home and Hospital teacher.
o The assigned Home and Hospital teacher contacts the Home and Hospital liaison to coordinate pick-up and drop-off times for work.
Process in AERIES for a student in the Home and Hospital Program
The student begins Home and Hospital at current School:
In Student Data, CHANGE the Program AND Teacher for the student:
● Get the Student and Press the Update Attn Button
● Enter on the ‘change to’ line only:
o Enter date = the date started on Home and Hospital (refer to referral form)
o Program = H
o Teacher = generic number you have created for Home and Hospital
o Press OK
● Make note of the original teacher to keep a spot open for the student upon their return
For Attendance: Refer to the student’s start and end dates on the approved Home and Hospital Referral, either Mass Add or manually input the Z code to the student’s attendance in Aeries.
To Mass Add:
● Bring the student up in Aeries
● Click “1 Attendance” button
● Click “Mass Add”
● Use the Start Date and End Date from the notification provided by Student Services
● Select the Reason “Z Home/Hosp”
● Click “Update” (If asked “Are you sure about the date range?” click YES)
When a student is exited from the Home and Hospital Program, the Student Services Department will notify the resident school of the date the student leaves the program. The process to update AERIES is the same, to change the student program and teacher.
Student returns to regular attendance, Resident School:
In Student Data change the Program AND Teacher for the student:
● Get the Student and Press the Update Attn Button
● Enter on the ‘change to’ line only:
o Enter date = the date started back on regular program
o Program = ‘ ’ (blank)
o Teacher = their previous teacher
o Press OK
● Notify Student Services Secretary that the student program is set to regular status
Fairfield-Suisun Unified School District
CORRECTIONS TO ATTENDANCE
ATTD.011
Corrections to Attendance:
● Corrections may be made during the current school year. Parents have 20 days to clear absences (Unverified absences become unexcused if still unverified after 20 days.) Administration can use discretion to rescind unexcused absences up to the end of the school year.
● If an error is corrected after the monthly attendance report is run, the report for the month and all subsequent months will need to be re-run to correct the Year-to-Date totals. No absences are to be cleared unless appropriate backup documentation exists to support the change in attendance. All changes after the monthly reporting deadline must be reported to Fiscal Services.
● No changes may be made after the end of the current school year without prior approval of Fiscal Services.
Fairfield-Suisun Unified School District
RECORD RETENTION
ATTD.012
Attendance Record Retention:
Attendance records must be kept for four years following the end of the current fiscal year:
⮚ Registers
⮚ Printouts
⮚ Scantrons
⮚ Notes
⮚ Phone logs
Fairfield-Suisun Unified School District
KINDGERGARTEN RETENTION
Kindergarten Retention:
● Completion of state approved Kindergarten Continuation form is required to continue for a second year in kindergarten.
● Must be signed by parent near admission anniversary date.
● Cannot exceed one year beyond the anniversary of pupil’s kindergarten entrance date.
● The date the parent consented to the retention must be listed on the form.
● Intent of law is that the consent not be too far in advance of the end of the school term.
● Once form is complete with all necessary signatures, forward copy of Retention Form to Fiscal Services.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
A Retention Folder must be compiled for each retained student. The Retention Folder must be placed in the student's cum folder at the conclusion of the school year student is recommended for retention. If a parent appeals the retention to the District Retention Appeal Committee, the site will forward the Retention Folder to Elementary/Secondary Education upon request. It is imperative that the folder be complete and, in the order, listed, since the Appeal Committee will base their decision on this information.
RETENTION PACKET MUST INCLUDE THE FOLLOWING
School Year
(Please check off each item when completed)
1._____Documentation/dates of parent /teacher/guardian contact regarding retention
● This may include phone/email contact and parent conference dates.
2._____Parent signature copy of possible retention notification forms found in the Site Administrators’ Promotion/Retention binder
3._____District assessments
4._____Documentation of Student Study Team Meetings (SSTs)
5._____CST Results (if applicable)
6._____Progress Reports and Report Cards
7._____List of all services received (ELL, RSP, DIS, Other, etc.)
8._____If receiving Special Education Services, include documentation of the IEP team’s decision on retention.
9._____Documentation indicating student participation in Interventions
● Supplemental Services
● Within Day
● Extended Day
● Extended Year
● Private tutoring outside of the school day (parent paid)
10._____Attendance Record for year (when truancy is an issue)
First Trimester
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
Promotion/Intervention/Retention Flow Chart
Student Assessed (Running Records, Miscue Analysis, QRI, San Diego Quick, McLeod etc.)
Beginning of Year
Grade Level Meetings To I.D. At Risk Students. Fill out School Intervention Form
Classroom/Within Day Interventions
Parent Notification Form A
At-Risk Students
2nd Screening
Grade Levels Identify Students to Marathon Meeting
Student Intervention Team Marathon Meeting Beginning of 2nd month
Extended Day Intervention Program Form B *
District Progress Report To Parents Middle of Term Interim Assessm ents
Student Study Team Meeting could be Interventions Continue and Assessed
Report Card Parent
* Intervention programs may start before this for last year's student Second Trimester
Process from 1st Trimester is continued including:
● Regular Student Assessment
Parent Notification of Retention
Student Study Team Could Be Schedule d
● Grade Level At-risk Meetings
● Within and Extended Day Interventions
● Ongoing Parent Communication
● Progress Report
● Interim Assessment
● Student Intervention Team - 2nd Marathon Meeting
● Report Card
● Parent Notification - Risk of Retention (Form C)
● List of Retentions to Elementary Education Office on designated forms
� No EL student may be retained without prior approval from the Director of Special Education
� No RSP student may be retained without an IEP meeting and approval of the Director of Special Education
Third Trimester
● Final retention meetings held with principal and team to compile final list of retained students
PARENT CONFERENCE
Student Retained Form D
Promoted with Interventions
Parent Appeal Process Form E
Any child who is retained or promoted with interventions must have a green folder.
This folder will be a part of the student’s permanent cum records. If a parent appeals the retention, forward the green folder to Elementary Education.
A final list of all retained students must be sent to Elementary Education no later than 1 week following the last day of school for students.
Fairfield-Suisun Unified School District
SCHOOL CLOSURES
ATTD.014
Procedures for School Closures :
A school might be closed due to a Bona-fide Emergency: Fire, flood, earthquake, epidemic, military threat, a safety hazard (e.g. power failure, tainted water, no heat, etc.) or other extraordinary conditions. Extraordinary conditions do not include strikes by district employees or pupils (ref. Education Code Section 41422).
1. If a Bona-fide emergency occurs, notify the Superintendent’s office immediately.
2. Superintendent or Superintendent’s designee are the only individuals authorized to approve the closure of the school.
3. If closure is approved, notify Transportation Department to make arrangements for those students requiring transportation.
4. Parents must be notified that school was closed because of emergency conditions.
5. Contact Fiscal Services for correct attendance codes.
Fairfield-Suisun Unified School District
Student transferred and enrolled due to their resident school not having room for them. When space becomes available at their resident school, the student may choose to continue attending their current school. However, the student will not receive transportation and will need to return to their resident school the following school year.
Student transferred and enrolled based on their homeless status. If the student is homeless and attending their resident school, this code does not need to be used.
Student transferred and enrolled based on their foster care status. If the student is foster and attending their resident school, this code does not need to be used.
Students originally enrolled due to Choice and have opted to stay enrolled despite their residence changing to a non PI school. These students may stay until the highest grade level at their current school; however, transportation will not be provided.
Approved to transfer through the Open Enrollment process. Once transferred through OE, the new school becomes the student's resident school.
Only use this code when you have received confirmation from Central Office that a student has been Admin Placed at your site.
Transferred due to enrollment in a GATE Magnet program.
Students enrolled from out-of-district whose parent's place of employment is within the school's residence zone. These enrollments may come through on an IDA form; however, if RBE is checked as the reason, then choose #8 transfer code.
Students enrolled from out-of-district with an approved IDA for reasons other than RBE.
Business Services Division Procedures Manual
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
BUDGET CONTROL AND MONITORING
BUD.001
• In October and January, Business Office staff revises salary and benefit budgets for regular salaried employees based on the most current position control data.
• Purchase orders are reviewed against budget balances to ensure adequate budget.
• Budget reports are reviewed monthly to ensure that salary and benefits for supplemental salary items (i.e., substitutes, extra duty, etc.) are not overspent.
• School sites and program managers are responsible for reviewing their budgets and make adjustments as necessary to cover negative budget balances.
• Program/School Site Administrators are responsible for making budget transfers on a monthly basis to cover any over-expenditures of budgets, including salaries and benefits for non-salaried employees.
• Should a budget line item carry a negative balance for more than 30 calendar days, the Business Office may unilaterally shift budget amounts under other line items to cover the unbudgeted spending. It is the budget manager’s responsibility to monitor budgets and make budget revisions on a regular and timely basis.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
BUDGETING AND EXPENDING PRIOR YEAR CARRYOVER
BUD.002
Actual amounts of carryovers from prior year budgets are not known until early September each year. At that time the prior year carryovers, if any, are incorporated into the current year budget. School Site and Program Administrators should use current year budgets until such time as prior year carryovers are known and available. Expenditure of prior year carryover amounts before the books are closed in September will not be allowed without the approval of the Director of Fiscal Services.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
PAYROLL ENCUMBERING BUD.003
FSUSD uses the payroll encumbering function in the financial system. On budget reports, the payroll lines include the budget, actual expenditures to date, an encumbered amount, and the unencumbered balance.
Budget amounts are only encumbered for regular positions within Position Control. No estimated encumbrance is made for any other payroll types: short-term, substitutes, stipends, or retros.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
ADDITIONAL CLASSROOM ALLOCATIONS
BUD.004
The District budgets $6 per student (CBEDS enrollment) for new and replacement classroom furniture. The District will supply standard classroom furniture, at the approval of the Director of Purchasing Items purchased in excess of the standard are at the discretion of the site principal and are paid for by the school sites budget.
Following is the procedure for allocation of funds to schools that are implementing new classroom(s):
Furniture and Equipment
All furniture and equipment will be purchased by the Director of Purchasing, with at a minimum, the items being covered by the District. For purposes of budgeting for new classroom furniture and equipment, the following estimates can be used:
Pre-K – K Elementary School Classrooms - $8,500
1 – 5 Elementary School Classrooms - $13,500
Middle School Classrooms - $13,500
High School Classrooms - $14,500
Secondary classrooms will be appropriately furnished, depending on the classroom type, as determined by the Assistant Superintendent of Education Services, Assistant Superintendent of Business and the Director of Purchasing.
Textbooks
Textbooks will be purchased through the Educational Services Division and will be funded with Restricted Lottery Funds, and/or any other resources obligated for instructional materials.
Instructional Supplies
Other instructional supplies for new students should be funded from the site’s discretionary funds.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
DISCRETIONARY ALLOCATIONS
BUD.005
Discretionary Allocations
Discretionary allocations are budgeted at the rates listed below for the 2020/21 year:
These per pupil allocations are estimated at budget development time based on projected enrollment and adjusted in the fall based on final CBEDS enrollment data.
Adjustments to Discretionary Allocations
Allocations are adjusted for:
o Solano County SDC Classes – Add $1,000 per class
Unspent Discretionary Allocations
Unspent discretionary allocations may be carried forward and added to the budget for the following year:
In the event that a carryover of ten percent or more is anticipated or planned, a letter shall be submitted to the Superintendent on or before May 1 which includes the following: 1) The estimated amount likely to be carried over, 2) the likely use for the funds, 3) the reason for the carryover, and 4) how the decision was reached
Failure to submit the letter by the above date will result in any amount in excess of ten percent being returned to the General Fund.
Carryover of unspent discretionary allocations in excess of ten percent is subject to the approval of the Superintendent.
Carryover of unspent discretionary allocations is not guaranteed and may change from year to year depending on the fiscal climate at the time.
Overspent Discretionary Allocations
Funds spent in excess of the budgeted amounts for the discretionary allocation shall be carried forward and deducted from the discretionary budget of the following year.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
CARRYOVER OF RESTRICTED FUNDS BUD.006
Title I Funds:
Site carryover is pooled centrally and reallocated based on qualifying student populations.
Donations:
Restrictions placed on donations must be honored. Unspent donations carryover from year to year and are to be used per the donor’s original instruction or intent.
Other Grants:
Carryover restrictions are determined by the granting agency, and vary grant to grant. Consult with your granting agency when determining if carryover is allowed. See SPEC.002 for a list of current grants and their carryover provisions.
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
CHART OF ACCOUNTS BUD.007
The District’s Chart of Accounts that conforms with the Standardized Account Code Structure (SACS) can be found on the District’s Website under the Fiscal Services Department tab.
Business
Facilities
Fairfield-Suisun Unified School District
USE OF FACILITIES
FAC.001
Use of Facilities - Applications
Use of school facilities is granted at the discretion of the school site principal. NonDistrict users must complete the Facilities Use Application for approval by using the following link to our application process: https://www.fsusd.org/Page/5837.
Items include the application requirements, fee schedule, Non-Profit 501(C)3 Sample, Evaluation and Damages Form, sample insurance forms, insurance requirements, Solano County Food Program Description and sample food permits.
The District’s webpage includes the Governing Board Policy (BP 1330 and AR 1330).
Joint Use of Facilities
The District has contractual agreements with the City of Fairfield and the City of Suisun for Joint Use of Facilities. The priority for use of District facilities are as follows:
1. Site
2. City of Fairfield/City of Suisun
3. Outside groups
Joint Use Requests with City of Fairfield and City of Suisun conducted using a specific form that is completed by the school Site Administrator and emailed to the Facilities Department. Please send to: Aaron Garcia and Rachel Dula.
Time Sheets
The following account code is to be used on time sheets for overtime associated with use of school facilities by outside agencies:
01-0000-0-2230-8100-5000-xxx-000
A copy of the Use of Facilities Form is to be attached to the timesheet. The Facilities Department will audit all timesheets submitted against the Use of Facilities forms.
Time sheets for overtime for internal use of facilities (baseball games, swim meets, band performances, etc.) should be charged to the school site discretionary account.
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Fairfield-Suisun Unified School District
SITE IMPROVEMENTS
FAC.002
Non-Routine and Capital Improvement Work
Any new improvement on a campus must be requested using the District’s Capital Outlay process. The Request for Capital Outlay Approval Form must be completed following approval of your department Director and submitted electronically. This approval must be finalized, prior to any work being conducted on the site. This includes work by volunteers, outside contractors or our Maintenance department. If the request includes the acquisition of equipment via a purchase order, the approval must be granted prior to the submission of the requisition.
Once the approval has been granted, a project number will be generated and the method for construction, bidding or acquisition will be relayed to the Site Administrator electronically and by an administrator in the Facilities or Maintenance departments. Status can be checked at anytime by logging into the electronic application (via FMX).
Fairfield-Suisun Unified School District
ADVERTISING ON AND SELLING OR RENTING OF SCHOOL FACILITY SPACE
FAC.003
Selling, Renting or Auctioning of School Facilities
Use of school facilities is granted at the discretion of the school site principal in accordance with the Use of Facilities Procedure (FAC.001) and Board Policy 1330.
Selling, renting and/or auctioning of District property by entities other than the District is not allowed (e.g., auctioning of parking space, marquee space, etc., by PTO’s). The Governing Board is the only authorized seller, renter or auctioneer of District property. Rental of District facilities is governed by Board Policy 1330 and that policy must be followed.
Paid Advertising on School Facilities
In accordance with Board Policy 1325, paid advertisements on school property may be approved by the Superintendent or his/her designee. This includes advertisements on marquees, billboards, athletic fields and arenas and in student yearbooks. Advertising is prohibited by law from being displayed on school busses.
Applications for advertisements should be submitted by completing the Facilities Use Application (see FAC.001). The site, facility desired, purpose of facility use (advertising) and name of organization should be completed. The form of the advertisement should be attached to the application and submitted to the site administrator for processing.
Fairfield-Suisun Unified School District
HELICOPTER LANDING AUTHORIZATION
FAC.004
Helicopter Landing Authorization
The State of California, Department of Transportation, governs the landing of helicopters on school property. Public Utilities Code (PUC) Section 21662.5 states, in part, that, with limited exemptions, “no helicopter may land or depart in any area within 1,000 feet, measured by air line, of the boundary of any public or private school maintaining kindergarten classes or any classes in grades 1 through 12, without approval of the department [i.e., Caltrans].” A Helicopter Landing Authorization Application must be filed, in each instance of a landing, with the California Department of Transportation, Aeronautics Program:
California Department of Transportation Aeronautics Program – MS #40 P.O. Box 942874 Sacramento, CA 94724-0001
The applications must be received by the Aeronautics Program at least two weeks prior to the date of landing.
NOTE: The Helicopter Landing Authorization Form is a contract and may only be signed by the Superintendent or the Assistant Superintendent of Business Services.
Notification of Purchasing, Facilities and Risk Management Department Staff
Applications for Helicopter Landing Authorization must be submitted first to the Director of Purchasing, who will notify the Director of Facilities and the Risk Manager of the application. Applications will be reviewed for completeness prior to submission to the State Department of Transportation and must be accompanied by a $5M certificate of additional insured naming the Fairfield-Suisun Unified School District as the additional insured party. Once the application is approved for submittal to the State, the Director of Purchasing will notify the Superintendent of the planned activity.
Business Services Division Procedure Manual
Payroll and Personnel
(Human Resources Division)
Fairfield-Suisun Unified School District
OVERTIME APPROVAL PROCEDURES
PERPAY.001
Overtime for staff will not be paid by the district except in the following cases:
• Some school sites have allocated monies within their budgets for this purpose and therefore may submit timesheets for overtime charged to those budgets.
• Overtime is budgeted for Maintenance, Operations, and Transportation to cover emergencies and contract obligations.
• All other overtime will be charged to the discretionary budget of the site or program and must be pre-approved.
The payroll department will not process payment for overtime hours without an appropriate budget code and/or pre-approval signatures as outlined above. Managers may provide employees with compensatory time off in lieu of payment. Refer to the appropriate collective bargaining contract for further clarification regarding use and payment of compensatory time.
Fairfield-Suisun Unified School District
VARIABLE PAYROLL PROCEDURES
PERPAY.002
Time Sheet Pay
Time sheet pay includes the following types of payroll items:
Substitute Overtime
Extra Duty Stipends
The time sheet pay period is for a full calendar month (1st through the 30th/31st). Time sheets are due in the Payroll Office no later than 5:00 p.m. on the 5th of the month following the pay period (i.e., pay period for March 1 through March 31, timesheets due by April 5th). Paychecks are mailed on the last working day of the following month (April 30th in this case) Incomplete timesheets lacking coding or proper signatures will not be processed by the payroll department.
Authorized Signatures
All timesheets must be signed by the authorized supervisor. For restricted or supplemental/concentration funding, the District Administrator that oversees the program must also sign the timesheet.
Stipend Pay
The District pays employees for extra assignments such as coaching, year-book advisor, and department chairs in lump sum amounts (stipends). These payments can be made only after the services are performed. For example:
• Coaches are normally paid at the completion of the sport season for which they are coaching (November, February and April)
• Year-book advisors are normally paid twice a year in November and April in accordance with the FSUTA contract
Payment for stipends will not be made before work is complete. Coaches are not to begin work until cleared and approved by Human Resources.
Teachers Performing Additional Duties
Teachers performing additional duties, other than those duties outlined in the contract, will be paid at the curriculum rate as established in Appendix A of the FSUTA Contract Payment for additional duties is to be submitted to the Payroll Office on a timesheet once the duties are complete.
Fairfield-Suisun Unified School District
VARIABLE PAYROLL PROCEDURES
PERPAY.002
Summer School, Intersession and Intervention Programs Pay
Teachers teaching summer school, intersession and intervention programs will be paid at the current rate is as established in Appendix A of the FSUTA Contract.
Assignment at Times Other than the Regular Academic Year (Classified Only)
Classified employees working at times other than their regular August through June assignment (i.e., summer school) will earn paid vacation, sick leave and holidays in accordance with Education Code Section 45102(d)(2):
• Employee must work more than 50% of the days that summer school is offered (or 50% of a month in the case of other work) in order to receive the benefit of additional hours of vacation, sick leave and paid holidays
• Hours earned for sick leave, vacation and paid holidays will be calculated based on the average number of hours worked over the entire summer school period
• Sick leave hours earned will be added to the employees sick leave bank
• Pay for vacation and holidays (typically the 4th of July), will be added to the July timesheet and paid with the July timesheet pay
• Pay for holidays will occur only when the employee is in paid status on the day preceding or the day following the holiday
Fairfield-Suisun Unified School District
PERSONNEL REQUISITION/CHANGE PROCEDURES
PERPAY.003
Definition
The Vacancy Information Sheet is the form used to requisition personnel. Initiated by the site/program administrator, this form is used to advertise an open or new position.
The Justification and Personnel Contract Adjustment Request Form can be used to:
• Change the hours, days, or percent of time worked by an employee
• Change the account classification (budget code) an employee is to be paid from
• Indicate other personnel changes such as resignations, retirements, or leaves of absence
• End an existing position
Procedure
Following are the procedures for use of the Vacancy Information Sheet and/or the Justification and Personnel Contract Adjustment Request:
1) Vacancy/Justification form is initiated by the Site/Program Administrator or the Human Resources Department. Site routes entire form to Human Resources.
2) Human Resources indicates salary placement on the justification form. Management justification forms will include salary placement and the authorizing signature of the Assistant Superintendent of Human Resources.
3) Payroll staff will verify salary placement is correct upon receipt of the final justification form.
4) Human Resources verifies that the form is completed correctly, takes a copy of the form and forwards it on to the appropriate Program Manager.
5)Program Manager approves form - routes entire form to Fiscal Services.
6) Director of Fiscal Services reviews for appropriate account classification and budget availability. If budget is sufficient, the Director of Fiscal Services approves the form - routes entire form to Human Resources.
7) Upon receipt of approved Vacancy Information Sheets Human Resources proceeds with the notification, advertising, testing, interviewing and hiring process.
PERSONNEL REQUISITION/CHANGE PROCEDURES
PERPAY.003
NOTE: It is critical that personnel requisitions move through the process as quickly as possible. Once the candidate for the position is selected, Human Resources will schedule an appointment to ensure that all necessary paperwork is complete and that fingerprints are clear prior to employment.
Fairfield-Suisun Unified School District HUMAN RESOURCES OFFICE
Same site transfer from: Resigned/Retired Date Effective: Course & Grade Level(s) Transferred to: Transfer from: Same site transfer to: Site Leave of absence - Dates: Course/grade Other End Position:
Position to be filled: ____________________________________________________________________________________________________ (Use title from job description) Grade:______________________________________________Course
Special Qualifications Desired:__________________________________________________________________________________
Please Check Reason: New Position Board Approved Date____ Start Date:__________________________ Replacement for: _____________________________________________________________________
Resignation/Retirement date:_____________________________________________________ Transferred to: ___________________________________________________________________
Same site transfer to: ______________________________________________________________ Other: __________________________________________________________________________
day x M T W Th F per week = ___________ (Circle Days) Work Hours:
Secondary:______________Percentage/#of Periods_____________ HR Use Only WORK YEAR:( 10) ( 10-1/2) ( 11) ( 12) ( 182 days) Calendar:
Fairfield-Suisun Unified School District
PAYCHECK DISTRIBUTION PROCEDURES
PERPAY.004
All payroll checks are mailed to the employee’s home. Employees should inform the payroll office of any address changes before the 10th of the month to ensure the check will be mailed to the correct address.
Direct deposit for payroll is available upon request (please see procedure PERPAY.007).
Fairfield-Suisun Unified School District
HEALTH AND WELFARE BENEFITS
PERPAY.005
Health and Welfare Enrollment
Employees have 60 days from date of employment or date of employment status change (increase or decrease in hours) to enroll in the District’s health and welfare programs. It is the employee’s responsibility to notify the District within the 60 day window. Insurance carriers will not allow any changes beyond the 60 day window.
Open Enrollment
Open enrollment for medical, dental and vision insurance is held in September of each fiscal year. During open enrollment, employees may change insurance carriers and/or add dependents. It is the employee’s responsibility to make changes during this open enrollment period and ensure the completeness and accuracy of any applications. The effective date for open enrollment changes is January 1.
Beneficiary Audits
Periodically, the District will conduct eligibility audits on insurance plans to ensure that only eligible dependents are covered under the plan.
Leave of Absence Without Pay – Continuation of Benefits
Employees taking a District-approved leave of absence without pay are required to complete a Continuation of Benefits Form indicating those benefits that they wish to continue at their own expense.
Leave of Absence Without Pay – Continuation of Benefits
I will be on a District-approved leave of absence without pay beginning ___________________. I am due to return from unpaid leave on ___________ ___. I understand that my benefits will terminate per the collective bargaining agreement unless I request Direct Pay Benefits while on leave. This written request must be received by the Benefits Technician within 30 days of the date the leave begins or benefits will terminate.
DIRECT PAY BENEFITS:
While on leave of absence without pay I would like to continue the following benefits at my own expense based on the current benefit rate sheet for my collective bargaining unit:
___ Medical for myself and the following dependents:
___ Delta Dental
Dental Enrollment form required
___ Vision Service Plan
Vision Enrollment form required
___ Life Insurance
Return this form and the applicable forms listed above to the Benefits Technician at the District Office
Your medical plan provider will bill you directly for medical premiums while on leave without pay. Payment for dental and/or vision plans are due on the 5th of the month prior to the coverage month. Make checks payable to Fairfield-Suisun USD and mail to FSUSD, Attn : Fiscal Services, 2490 Hilborn Road, Fairfield, CA 94534. Please note you will not receive a bill for these premiums.
All voluntary payroll deductions will cease during unpaid leave. A written request from you is required to restart any voluntary deductions and/or benefits upon your return from unpaid leave.
Please direct any questions to the Benefits Technician at (707)399-5095.
Fairfield-Suisun Unified School District
TAX SHELTER ANNUITIES
PERPAY.006
Vendors
New TSA vendors will be accepted under the following circumstances:
• The vendor is an approved vendor on the www:/403bcompare.com list
• The vendor signs a Hold Harmless Agreement and Information Sharing Agreement
Vendors may be removed at the discretion of the District.
Establishment/Change of Tax Shelter Annuity
It is the policy of the Business Office that tax shelter annuity agreements will be accepted only when submitted by an employee. Agreements will not be accepted from agents. This policy is in effect to protect the employee.
The number of changes that employees can make to their tax-sheltered annuity (TSA) program is limited to three (3) per calendar year.
Tax Advice
It is the policy of the Business Office that Payroll Technicians do not give tax advice to employees. This policy applies to completion of W-4's, establishment of tax shelter annuities, and any other personal tax inquiries.
TSA/W-4 Modeling
It is the policy of the Business Office that Payroll Technicians do not modify actual payroll screens for W-4 status or tax shelter amounts to determine what would happen to the net payroll for an employee. Changing payroll records without employee authorization to make an actual change is not a good practice; it leaves too much room for error and error leads to improper payment of employees.
Tax Shelter Limitations
403(b) Tax Deferred Annuity Plans - The Internal Revenue Service limits the amount an individual may tax shelter under a 403(b) plan to $18,000 per calendar year for 2017, unless certain requirements are met. Employees age 50 or older and meeting other requirements can make up to $6,000 in additional catch-up contributions. The minimum annual contribution is $200 per year, or $16.67 per month.
Fairfield-Suisun Unified School District
TAX SHELTER ANNUITIES
PERPAY.006
457 Deferred Compensation Plans - The Internal Revenue Service limits the amount an individual may tax shelter under a 457 plan to $18,000 per calendar year for 2017, unless certain requirements are met. Employees age 50 or older and meeting other requirements can make up to $6,000 in additional catch-up contributions
The District’s Third Party Administrator will notify the District when employees are at risk of exceeding the tax shelter limits. The TPA will notify the employee that their TSA will be discontinued unless certain conditions are met.
Hold Harmless / Information Sharing Agreements
It is the policy of the Business Office to require all Tax Shelter/Annuity vendors to complete a Hold Harmless Agreement and Information Sharing Agreement.
Investment Advice
It is not appropriate for District personnel to provide investment advice; therefore, the District encourages all employees to consult with a tax/investment planning professional before investing in any plan.
Fairfield-Suisun Unified School District
PAYROLL DIRECT DEPOSIT PROCEDURES
PERPAY.007
Employees who wish to use direct deposit must complete the District Direct Deposit form.
The District does not accept Direct Deposit forms mailed or sent in from a third party (e.g., banks or loan companies). Original forms with original signatures are accepted for processing by the payroll department (no faxes or scanned copies). Presentation of a picture-id is also required.
Upon receipt of the completed authorization form the District will put the payroll check through a "pre-note" process. This is a process during which the bank will match up the employee's account number to ensure the correct deposit of the payroll check. If there are no problems with the "pre-note" process, the employee will not receive a payroll check during the second month. The net payroll amount will be automatically deposited to the bank account. The employee will receive, in place of a paycheck, a pay stub which will give all of the information currently received on the pay stub. If the Direct Deposit form is turned into Payroll by the 10th of the month, the direct deposit will be effective in the current month. For example, if the Direct Deposit Authorization form is received in Payroll no later than May 10th, the direct deposit will be initiated for the May 31st pay. The encrypted pay stub will be sent to the employee’s district e-mail address.
EMPLOYEE/RETIREE/PRIOR
PERPAY.008
Employees and Retirees
Certain employees and retirees pay some or all of their health and welfare insurance premiums. Employee paid premiums are normally deducted from an employee’s paycheck; however, there may be instances where an employee is on an unpaid leave and is continuing coverage through the District’s carrier. In these instances the premiums are the employee’s responsibility.
It is the policy of the Business Office that the District will notify an employee/retiree of insurance cancellation when payment has not been received for two consecutive months. Cancellation will occur when payment is not made in full within two weeks of notification.
Retirees
Upon retirement from the District, retirees are entitled to continue coverage under life, health, dental and vision care at their own expense, provided that the monthly premiums are paid in advance to the District. The collective bargaining agreements provide for District partial paid benefits for qualified retirees. Please refer to the appropriate collective bargaining agreement for specific information.
Board Members
The District provides health benefits to Board members and their dependents as provided in Board Policy 9250. Any members retiring from the Governing Board after serving a minimum of one full term may continue the health and welfare benefits program at their own expense if coverage was in effect at the time of retirement. The cancellation policy noted above will also apply to retiring board members.
Retirees - Dropping District Coverage
Education Code Section 7000 requires Districts to permit retirees and their spouses to enroll in current health and dental plans within 30 days of the loss of their active employee coverage (normally, they would lose active coverage one month after the date of retirement) Retirees not enrolling during this period, or those that drop District coverage after initial plan enrollment will not be allowed to re-enroll at a future time. However, if retired members or their spouses lose other coverage and can provide documentation of that loss, they may be allowed to enroll in the health or dental plan if they do so within 31 days of losing their other coverage.
Fairfield-Suisun Unified School District
LOST/DESTROYED/STALE-DATED PAYROLL CHECKS
PERPAY.009
Payroll Checks Lost in the Mail
The District will not place a stop payment on a payroll check lost in the mail until five days after date of issue. A new payroll check will be written to the employee on the next available payroll run after the stop payment is issued.
Payroll Checks Lost or Destroyed by the Employee
If a payroll check is lost or destroyed by an employee a stop payment will be placed on the check immediately. The employee will pay the stop payment fee to the District. A new payroll check will be written to the employee on the next available payroll run after the stop payment is issued.
Stale-dated Checks
If a stale-dated payroll check is found, the employee should bring the check to the payroll department to have the check reprocessed, which can take up to one week to process. If a stop payment is necessary, the employee will pay the stop payment fee to the District.
Fairfield-Suisun Unified School District
PAY RATES
PERPAY.010
The District’s policy is to pay substitutes based on the substitute pay rate for the position in which they are substituting.
Certificated Substitutes
The daily rate of pay for substitutes is dependent on the type of substitute. Refer to the Certificated Substitute Salary Schedule which is available on the District Website under the Human Resources tab - Salary Schedules.
Often there is confusion when a credentialed teacher substitutes in a non-credentialed position. When a credentialed teacher substitutes for a credentialed teaching position, the pay rate is based on the Certificated Substitute Salary Schedule. When a credentialed teacher substitutes for a pre-school teacher, a classified employee, or an administrative employee, they are paid at the appropriate substitute pay rate for the particular position.
Long Term Assignments
The daily rate of pay for substitutes on long-term assignments (in excess of 20 days) is as follows:
Certificated Hourly Pay Rate
The pay rate for certificated employees who are employed on an hourly basis is determined in accordance with the appropriate Appendix and/or salary schedule in the FSUTA Collective Bargaining Agreement. Refer to the current bargaining agreement for applicable hourly pay rates.
Classified Substitutes
Classified substitutes are paid at the hourly rates established on the Classified Support Substitute Salary Schedule or the Classified Clerical Substitute Salary Schedule. These salary schedules are also available on the District Website. The only exception is for School Bus Driver Substitutes, who are paid the hourly rate at Lane 22, Step 1 of the Support Unit Salary Schedule.
Minimum Wage
Under no circumstances are hourly employees paid less than minimum wage.
Fairfield-Suisun Unified School District
SECTION 125 PLAN
PERPAY.011
Excess Deductions for Dependant Care and Out-of-Pocket Medical Expenses
Under the District’s Section 125 Plan, employees are allowed to enroll for pre-tax deductions for out-of-pocket medical expenses and dependant care. Employees then claim actual expenses, on a monthly basis, from American Fidelity and are reimbursed.
Employees are advised verbally and in writing, at the time of enrollment, that if they deduct too much and cannot claim reimbursement, they lose the money (use it or lose it).
American Fidelity refunds excess collections (experience gains) to the District one year after the close of the deduction year. In accordance with regulations covering these flexible spending plans, the District has chosen to use experience gains to defray administrative costs.
Fairfield-Suisun Unified School District
PAYMENT FOR EXTRA DUTY ASSIGNMENTS AND COACHING STIPENDS
PERPAY.012
In order to provide consistent payroll procedures for all employees, the Payroll Office uses the following procedures for secondary school extra duty assignment payments and coaching stipends:
o All extra duty assignments will be paid, at the rates stipulated in the F-SUTA contract, on the employees end-of-month payroll check.
o All coaching stipends will be paid at the conclusion of the fall, winter or spring sport season, as appropriate. Coaches will be paid at the rates stipulated in the F-SUTA contract. Payments will be made at the end of November, February and April. Payment will be made on these dates regardless of the funding source used for the payment (i.e., ASB).
This procedure provides fair and equal treatment for all employees and standardizes the payroll procedures to reduce risk of error.
NOTE: No services are to be authorized before employee is cleared through the Human Resources department. Fingerprint clearance must be received before employees can work in direct contact with students.
See Student Body Accounting Procedure STD.002 for the process to pay coaches through Student Body or Booster Club Funds.
Fairfield-Suisun Unified School District
PAYMENT OF WAGES – NEW EMPLOYEES/TERMINATED EMPLOYEES PERPAY.013
First Payroll Warrant
The first payroll warrant for a new employee is on the last working day of the month if their start date is the 15th of the month or earlier. If the new employee’s start date is the 16th of the month or later, their first payroll warrant will be issued on the last working day of the following month. (NOTE: This cutoff of the 15th of the month does not apply to existing employees who are receiving promotions and/or having added hours or days to their contract year.)
Last Payroll Warrant
When an employee terminates employment with the District, the final payroll check will be processed on the employee’s next regular scheduled pay date. In accordance with Labor Code Section 220, part a & b, the District is not subject to Labor Code Section 201(a), which requires employers to pay terminated employees within 72 hours.
Fairfield-Suisun Unified School District
COMPENSATORY TIME PERPAY.014
When a full time classified employee needs to work outside of their regular contracted hours to complete an assigned task or meet a critical deadline, they must have prior approval from their immediate supervisor. The hours worked beyond the contract day are to be recorded using the Monthly Comp-Time Record form. The administrator signs the Monthly Comp-Time Record form each month and retains a copy for their records.
Employees are to use all compensatory time within the fiscal year the time was worked. All authorized comp time that is not used by the end of the fiscal year must be paid off (out of the site budget). Any extensions to this deadline must be approved by the Assistant Superintendent of Human Resources in advance.
Fairfield-Suisun Unified School District
VOLUNTEERS – FINGERPRINT CLEARANCE
PERPAY.015
It is the policy of the District that for any volunteer who will or possibly will be left alone with students, the volunteer must have fingerprint clearance from the California Department of Justice prior to volunteering.
Fingerprinting appointments are scheduled online. Contact Debbie Byrd in the Substitute Office at the District Office and provide an email address. You be provided with volunteer information and a link to complete the FSUSD Live Scan form, pay the print fee, and make an appointment.
Fairfield-Suisun Unified School District
PAYROLL ADVANCES
PERPAY.016
Under rare circumstances, it is possible for employees to receive a payroll advance. Payroll advances are only available for extreme emergencies and are subject to the approval of the Assistant Superintendent of Business Services. Under no circumstances will employees be advanced wages beyond the wages earned at the time of the advance.
Fairfield-Suisun Unified School District
LATE TIMESHEETS – STRS PENALTIES AND INTEREST PERPAY.017
Effective July 1, 2012, the State Teachers Retirement System (STRS) instituted new reporting requirements along with related penalties and interest. Districts will be charged penalties for all timesheets containing hours that are submitted for a previous payroll cycle. The interest for late reporting will be calculated on the late compensation reported at the STRS interest rate.
Procedure:
• When penalties are assessed the school/department where the employee worked will be notified via email.
• Fiscal staff will make an expense transfer to the school/department budget for the amount of the penalty and/or interest.
• When the employee works for multiple schools/departments the transfer will be in proportion to FTE per school/department.
• All late timesheets will be documented in a file maintained by payroll.
• In instances where an employee turns in a late timesheet, a letter will be sent to the employee notifying them of the late submission, the effect on the District and the possible effect on their employment status with the District
• When an employee has submitted a late timesheet twice within six months, payroll will notify the Assistant Superintendent, Business Services and the Assistant Superintendent, Human Resources via email. A decision will be made if action will be taken to remove the employee from the sub list or extra duty roster.
Fairfield-Suisun Unified School District
TRANSFER OF SICK LEAVE BALANCES PERPAY.018
Transfer of Unused Sick Leave Balances
The Education Code governs the transfer of unused sick leave from one school district to another:
Classified – Ed. Code 45202
Certificated – Ed. Code 44979
In both cases, the education code requirements are as follows:
• Employee must have worked in District A for a minimum of one year
• Employee must accept a position with District B within one year of being terminated from District A
• Employee may request a transfer of unused sick leave from District A to District B – there is NO time limit within which this request must be made
This provision does not apply to substitutes working in District B, because substitutes are not ‘accepting a position’ in District B.
Fairfield-Suisun Unified School District Hire Date: __________________________ I, _______________________________________________, permit the release of information to (Print Name)
Fairfield-Suisun Unified School District.
(Signature) (Social Security Number)
To: Human Resources/Personnel:
This individual terminated employment with your district on _________________________. (Date)
Would you please certify the total number of accumulated hours of unused sick leave (under Section 44978 of the Education Code) the above named employee was entitled to at the time he/she left your district. It is important that this information be provided in hours, not days. Sick leave balance (in hours) _________________, working hours per day.
Please use this form as certification of unused sick leave and return it to:
Payroll Department
Fairfield-Suisun Unified School District
2490 Hilborn Road Fairfield, CA 94534
Thank you.
Fairfield-Suisun Unified School District
TUBERCULOSIS EXAMINATION
PERPAY.019
Requirement for Tuberculosis Examination
California Education Code Section 49406 requires that school district employees undergo a tuberculosis examination at least once every four years. This examination shall consist of an approved intra-dermal tuberculin (skin) test or chest X-ray. Individuals must see their own physician or may contact NorthBay Occupational Health at (707) 646-4600 or the Solano County Health Department at (707) 784-2010.
Reimbursement for Examinations
Employees will be reimbursed a maximum of $15 for this examination. Receipt and test results must be presented to the Human Resources Office along with a complete Claim for Supply Reimbursement form (see APY.001).
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Fairfield-Suisun Unified School District
VARIABLE SERVICES AGREEMENTS
When there is a need to employ individuals to provide specific services that are not covered under existing District salary schedules and job descriptions, a Variable Services Agreement (VSA) should be used. Procedures for this agreement are outlined on the reverse side of the agreement form. NOTE: No work is to begin before the VSA has been approved by Human Resources and Business Services. Payment will not be processed for time preceding approval date.
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PERPAY.020 PERPAY.020
POSITION INFORMATION / TERM OF AGREEMENT
COMPENSATION
SCOPE OF SERVICES TO BE PROVIDED
District shall pay Short-Term Service Provider (SSP) the sum of $____________per hour for all services rendered. SSP shall submit monthly time sheets by the 5th of the following month and payment will be made on the last business day of that month. It is understood that the customary regular deductions will be made from the payments, including Federal and State Income Tax. Social Security, Medicare, Unemployment, STRS, PERS, or alternate retirement system. Variable Service SSPs are exempt from all rights and privileges of the bargaining unit agreements. Hours per day cannot exceed 8 hours/day or 40 hours/week. Payment will NOT be made for services rendered prior to the date of the District clearance.
Services to be provided shall include, but are not limited to: ____________________
REQUIREMENTS
Fingerprint clearance is required PRIOR TO RENDERING SERVICES. HR Use: ____
Payroll Papers must be completed PRIOR TO RENDERING SERVICES. HR Use: ____
APPROVAL BY ASSISTANT SUPERINTENDENT OF HUMAN RESOURCES, OR DESIGNEE, MUST BE SECURED PRIOR TO RENDERING SERVICES.
SHORT-TERM SERVICE PROVIDER (SSP)
INFORMATION & AGREEMENT
I agree to the terms of this agreement and I understand that I cannot work and will not receive payment for services rendered prior to the date of District clearance. I also understand that this VSA may be canceled by the District or me at any time after giving written notice.
PROGRAM & FUNDING INIFORMATION (Must Be Filled Out Completely)
2 3 4 5 6 7
PROCEDURES AND HELPFUL INFORMATION TO COMPLETE THE VARIABLE SERVICE AGREEMENT (VSA)
Under NO circumstances shall employment begin prior to final approval/clearance by the Assistant Superintendent of Human Resources or appointed designee.
PURPOSE OF A VARIABLE SERVICE AGREEMENT (VSA):
To employ individuals to provide specific services that are not covered under existing District salary schedules/job descriptions
ADDITIONAL INFORMATION TO COMPLETE A VSA:
Section 1: Position Information/Term – Specifics of position to include Supervisor. Please note that duration of any VSA cannot exceed June 30 of the current fiscal year.
Section 2: Compensation – Proposed Hourly Rate to be paid to the Short Term Service Provider (SSP). Hours shall not exceed 8 hours/day, 40 hours/week including other District services.
Section 3: Scope of Services – Services to be provided must be unique services not already covered by existing job descriptions/salary schedules.
Section 4: Requirements – Prior to rendering services, and before the SSP is eligible for payment, these requirements must be met.
Section 5: Short term Service Provider Information/Agreement – Name, Social Security Number, signature, phone number and date; required, prior to payment.
Section 6: Program and Funding – REQUIREMENT FOR PAYMENT/PROCESSING
Section 7: Authorized Signatures – Sites are responsible for acquiring signatures from the appropriate Program Administrators PRIOR TO submitting to Human Resources. Incomplete VSA forms will be returned to the originator for completion
PROCESS/PROCEDURES FOR COMPLETING A VSA:
Variable Service Agreement (VSA) is submitted to Human Resources Office, after being signed by Employing Manager and Program Manager (when applicable).
Human Resources will forward the VSA to Business Services for approval of funding. Upon approval of funding and fingerprint requirements, the VSA will then be forwarded to the Assistant Superintendent of Human Resources, or appointment designee, for final approval.
Following approval of VSA by Assistant Superintendent, Human Resources, the Personnel Specialist will contact the site to have SSP come to the District Office to complete fingerprint, T.B. test, and payroll requirements.
Upon completion of fingerprint clearance and payroll requirements, the Personnel Specialist processes the VSA and sends copies to 1) employing manager, 2) program manager, and 3) Business Services. SSP is now cleared for employment.
Upon receipt of approved copies, employing manager shall, 1) contact SSP to begin/arrange for services, and 2) provide SSP with Part 3 of the VSA.
Effective date of employment cannot be sooner than Human Resources clearance date listed on the bottom of the VSA form.
PERPAY.020
Fairfield-Suisun Unified School District
PAYROLL ERRORS
PERPAY.021
Payroll errors occur from time to time.
When it is determined that an error has been made in the calculation of an employee’s payroll, the payroll office will provide the employee with a statement of the correction and a supplemental payroll warrant within five workdays (E.C. 45167).
When it is determined that an overpayment has been made to an employee, the payroll office will work with the employee to create a reasonable repayment plan. No administrative action shall be taken to recover an overpayment unless the action is initiated within three years from the date of overpayment (G. C. 19838). In other words, the District cannot lawfully recover overpayments that were made in excess of three years prior to the date of discovery.
Fairfield-Suisun Unified School District
PAY FOR SCHOOL EVENT TICKET TAKERS
PERPAY.022
Ticket takers for school sponsored events are paid as follows:
Classified Employees: Extra Pay or Overtime Pay at the employee’s current rate of pay
Certificated Employees: Adjunct duty only – no pay
PERPAY.022
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Fairfield-Suisun Unified School District
DECLARATION OF HEALTH COVERAGE
PERPAY.023
Under the Affordable Care Act employers are required to offer insurance to employees that meet certain criteria. In order to ensure compliance with these regulations the District will follow these procedures:
• Human Resources (HR) will add the HBD-12A Form, with a cover letter of explanation, to the hiring/employment packet.
• The HR staff will pdf the HBD-12A to the Benefits Technician who will track the employee’s enrollment and upload the form into the Escape financial system.
• HR will file the original HBD-12A in the employee’s personnel file.
• Payroll will run audits for compliance before each payroll. Paychecks will be held for those that do not have HBD-12A forms submitted.
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Member Account Management Division
P.O. Box 942715
Sacramento, CA 94229 -2715
(888) CalPERS (or 888-225-7377)
TTY (877) 249-7442
FAX (800) 959-6545
EMPLOYEE INFORMATION
PART A
I elect to enroll myself and all eligible dependents.
PART B-1
I elect to enroll myself. My eligible dependents have other health insurance coverage.
PART B-2
I elect to enroll myself and all eligible dependents. I also have eligible dependents who have other health insurance coverage.
PART C-1
I decline enrollment for myself and my eligible dependents because we have other health insurance coverage.
PART C-2
I decline enrollment for myself and/or my eligible family members for reasons other than having health insurance coverage.
If you or your dependents lose health insurance coverage, you can enroll in the CalPERS Health Benefits Program. You must request enrollment within 60 days from the date you lose coverage.
If you do not request enrollment within 60 days, you or your dependents must wait at least 90 days or until the next Open Enrollment Period before you can enroll in the Program. Your effective date of coverage will be the first of the month following the 90-day waiting period or the Open Enrollment effective date.
You can request enrollment for yourself and/or your dependents at any time. You must wait at least 90 days after you request enrollment or until the next Open Enrollment Period before you can enroll in the Program. Your effective date of coverage will be the first of the month following the 90 day waiting period or the Open Enrollment effective date.
PART B: If you are currently enrolled in the Health Benefits Program and you acquire new dependents or if a court orders health coverage for your dependents, you can add your new dependents. See your Health Benefits Officer or visit your personnel office for applicable time limits.
PART C: If you are not currently enrolled in the Health Benefits Program and you acquire new dependents as a result of marriage, birth, adoption, or placement for adoption, or if a court orders health coverage for your dependents, you can enroll yourself and dependents. See your Health Benefits Officer or visit your personnel office for applicable time limits.
Special rules apply to retirement and death. Please read the back of this form carefully.
Member’s Signature Date Signed
Please contact your Health Benefits Officer if you have any questions regarding the HBD ‐ 12A. Employee Information Complete with the appropriate employee information.
Part A: Mark this box if you are:
a) Enrolling in the Health Benefits Program and have no dependents, or b) Enrolling yourself and ALL eligible dependents in the Health Benefits Program.
Part B-1:
Mark this box if you are:
a) Enrolling yourself only, your dependents have other health insurance coverage, or
b) Canceling your dependents’ coverage because they have other health insurance coverage
Part B-2:
Mark this box if you are:
a) Enrolling yourself and SOME of your dependents, your other dependents have health insurance coverage, or
b) Canceling coverage for some of your dependents because they have other health insurance coverage.
Part C-1:
Mark this box if you are:
a) Declining enrollment or canceling your health insurance coverage, you have no dependents and you have other health coverage, or
b) Declining enrollment or canceling your health insurance coverage for yourself and eligible dependents and you have other health insurance coverage.
Part C-2:
Mark this box if you are:
a) Declining enrollment or canceling your health insurance for reasons other than having health insurance coverage and you have no dependents, or
b) Declining enrollment or canceling your health insurance coverage for yourself and eligible dependents for reasons other than having health insurance coverage.
IMPORTANT: It is your responsibility to notify your personnel office when there are any changes in your family situation. Changes include marriage, acquisition of a dependent child, divorce, legal separation, and death. Failure to notify your personnel office may result in adverse consequences.
Special rules to consider for retirement and death:
Retirees: you are eligible to enroll in a CalPERS health plan if you meet all of the criteria below:
Your retirement date is within 120 days of separation from employment
You are eligible for health benefits upon separation
You receive a monthly retirement allowance
You retire from the State, California State University (CSU), or an agency that currently contracts with CalPERS for health benefits
Survivor Death Benefit: your dependents may enroll in a CalPERS health plan as a survivor as long as they:
Are eligible for enrollment as a dependent on the date of death of a CalPERS retiree
Receive a monthly survivor check
Continue to qualify as an eligible family member
Dependents who are enrolled at the time of the employee or annuitant’s death and meet the eligibility requirements can continue the health enrollment as a survivor. Dependents who are not enrolled and meet the eligibility requirements may enroll in a health plan within 60 days of the employee or annuitant’s death, or during Open Enrollment.
The effective date of enrollment is the first day of the month following the date CalPERS receives the request. Exceptions may apply for certain contracting agency survivors who do not receive a monthly survivor check. Your survivor will need to contact your former employer for additional information.
Fairfield-Suisun Unified School District
STUDENT WORK AGREEMENT
PERPAY.024
The Student Work Agreement is to be used for paid and unpaid student workers who participate in the following programs:
• Job Shadow
• Exploratory Work Experience
• General Work Experience
• CTE Work Experience
• Workability
Paid students are processed as regular employees, through the Human Resources and Payroll Departments.
THIS STUDENT WORK AGREEMENT (“Agreement”) is made and entered into on ____, 20_ , by and between the Fairfield-Suisun Unified School District (“FSUSD”), the Student or his/her Parent/Guardian if the Student is a minor, and the Employer to set forth the responsibilities of the parties involved in the FSUSD student work program indicated above (“Program”).
FSUSD, Student, and Employer hereby agree to the following terms and conditions:
1. Term of Student’s Employment. This Agreement shall be effective upon the date written above. The Student’s employment with the Employer under the Program shall be as follows:
Start Date: ____________________, 20___ End Date: ____________________, 20___
Student Work Agreement
1
2. Student Responsibilities. The Student acknowledges and agrees he/she will do the following:
2.1. Participate in the Program to learn as much as possible about job information, skills, and work attitudes.
2.2. Obtain a work permit, if required.
2.3. Keep regular attendance at enrolled school site; and if absent from school, for any reason, will not work on the day of the absence.
2.4. Report promptly to the Employer’s job site at the hours and days agreed upon in suitable attire, unimpaired by drugs and alcohol, and with an appropriate and respectful attitude.
2.5. Promptly notify the Student’s instructor and work supervisor in advance of any absences.
2.6. Complete and return all required forms and reports when due.
2.7. Adhere to all safety rules and requirements of the Employer’s job site.
2.8. Ensure a reliable method of transportation to and from the Employer’s job site.
2.9. Communicate immediately with the Student’s instructor in the event of any difficulties at the Employer’s work site or related to the Program.
Student Acknowledgement of Responsibilities:
3. Parent/Guardian Responsibilities. If the Student is a minor, the Student’s Parent/Guardian acknowledges and agrees he/she will do the following:
3.1. Authorize Student’s enrollment for on-the-job training in the Program.
3.2. Assist the Student in complying with the above Student responsibilities
3.3. Arrange transportation for the Student and assume responsibility for the Student’s supervision while off the FSUSD school site.
3.4. Acknowledge that the California Education Code does not require FSUSD to conduct background checks or fingerprinting of any kind on non-FSUSD, external employers at off-site locations such as the Employer.
4. FSUSD Responsibilities. FSUSD acknowledges and agrees it will do the following:
4.1. Assign a work-based learning teacher, coordinator, or instructor to oversee and manage the Student’s participation in the Program and compliance with this Agreement.
4.2. Inform the Student of any and all Program rules and regulations.
4.3. Assist the Student with fulfilling learning activities related to the Program.
4.4. Assist the Student to improve his/her job performance and to help him/her solve jobrelated problems.
4.5. Provide the Employer with evaluation forms and discuss the Student’s job performance with the Employer and the Student.
5. Employer Responsibilities. The Employer acknowledges and agrees it will do the following:
5.1. Provide safe, smoke- and hazard-free work conditions for the Student that does not endanger the Student’s health, safety welfare, or morals.
5.2. Ensure Student do not perform work or activity in any occupation considered “hazardous” by the Federal Fair Labor Standards Act.
5.3. Maintain adequate equipment, materials and other facilities to provide appropriate learning opportunities.
5.4. Ensure responsible supervision of the working Student in order that he/she may obtain maximum educational and occupational experience for the job.
5.5. Provide an appropriate orientation and introduction to each Student to familiarize them with their work locations, policies, procedures, safety standards and expectations.
5.6. Verify the hours the Student worked by signing his/her time card as appropriate.
5.7. Provide assessment of Student’s evaluation and consult with District with regard to Student’s performance.
5.8. Maintain accurate records of Student’s work hours, rates of pay, and deductions.
5.9. Ensure the work site offers a reasonable probability of continuous employment for the Student during the period for which the Student is employed.
5.10. Offer employment without regard to sex, sexual orientation, gender, ethnic group identification, race, ancestry, national origin, religion, color, or mental or physical disability in any program or activity.
5.11. Notify FSUSD immediately of any problems or concerns or if the Student is terminated or quits.
5.12. At all times the Student is employed at the Employer’s place of business, the Student will be instructed on, exposed to, and/or oriented in the following areas by the Employer as well as other ancillary duties agreed upon by FSUSD and the Student:
5.12.1.
5.12.2.
5.12.3.
5.12.4.
5.12.5.
5.13. For Students participating in the WorkAbility I Program only:
Number of Hours to be paid by WorkAbility I:
Not to exceed _____ hours per week for _____ weeks
6. Mutual Indemnification and Hold Harmless. FSUSD, Student, and Employer shall indemnify and hold harmless the others, including their agents, representatives, officers, employees, trustees, directors and volunteers as applicable (the “indemnified parties”) from any and all demands, losses, liabilities, claims, suits, and actions (the “claims”) of any kind, nature, and description, including, but not limited to, personal injury, death, property damage, and consultants and/or attorney’s fees and costs, directly or indirectly arising out of, connected with, or resulting from the performance of this Agreement, unless the claims are caused by the negligence or willful misconduct of the indemnified parties.
7. Insurance Requirements.
7.1. Employer’s Insurance. A current “Certificate of Insurance” for Commercial General Liability for not less than One Million Dollars ($1,000,000) combined single limit for each occurrence, and for Workers’ Compensation coverage per statutory minimums whenever there is an employee-employer relationship (e.g., when Student during his or
her participation in the Program is being paid a cash wage or salary by Employer unless Employer elects in that circumstance to provide coverage for Student), must be received by FSUSD from the Employer prior to placement of the Student in the Employer’s workplace and be maintained during the life of this Agreement. The certificate must name Fairfield-Suisun Unified School District as Certificate Holder and as Additional Insured
7.2. FSUSD’s Insurance. FSUSD will maintain, during the life of this Agreement, Commercial General Liability coverage for not less than One Million Dollars ($1,000,000) combined single limit for each occurrence, and Workers’ Compensation coverage per statutory minimums whenever Student during his or her participation in the Program is not being paid a cash wage or salary by Employer unless Employer elects in that circumstance to provide coverage for Student pursuant to Education Code section 51769. The certificate will name the Employer as Certificate Holder and as Additional Insured
8. Termination. This Agreement may be terminated at any time by the Parties.
9. Compliance with All Laws. FSUSD including the Program, Student, and Employer shall at all times comply with all applicable laws, regulations, and FSUSD policies. The Employer shall remain licensed by all applicable government agencies (professional licensing, business licensing, sales licensing, etc.) and be in compliance with all OSHA/safety, wage and hour, workers’ compensation, labor, and anti-discrimination (including the Americans with Disabilities Act, Fair Employment and Housing Act, and Unruh Civil Rights Act) laws; the Employer shall immediately notify FSUSD in writing of any noncompliance therewith.
10. Confidentiality. All information regarding the Student shall be held in strict confidence by FSUSD and the Employer. Employer’s employees shall only be advised of information about the Student that is directly relevant to their supervisory, managerial, or administrative function required by this Agreement.
11. Disputes For any dispute arising in any manner from the existence or obligations created by this Agreement, the Parties shall use their best efforts to discuss and resolve the dispute. If unable to resolve the dispute, a Party may request arbitration, which shall be conducted by a mutually agreeable arbitrator, or an arbitrator appointed by a court of competent jurisdiction if agreement cannot be reached. The arbitrator shall conduct the arbitration in the most expeditious and cost effective manner possible, with all procedural aspects of the arbitration governed by California law. The arbitrator may award reasonable attorney's fees and costs to the prevailing part y if the arbitrator determines that the opposing party did not proceed in good faith or on a reasonable belief in the factual and legal validity of its position.
12. Authority. The Parties have read this Agreement, they understand its terms and obligations, and warrant that they will comply with all of their respective obligations, and that the individuals executing this Agreement are duly authorized to do so under California law.
[SIGNATURES ON FOLLOWING PAGE]
ACCEPTED AND AGREED on the dates indicated below.
STUDENT
Student Signature or, if minor, Parent/Guardian Signature Date
Print Name
EMPLOYER
Employer Signature Date
Print Name / Title
FAIRFIELD-SUISUN UNIFIED SCHOOL DISTRICT
FSUSD Staff Signature Date
Print Name / Title Phone Number
Michelle Henson, Assistant Superintendent Business Services
Amanda Rish, Director Purchasing & Contract Services
Business
Special Project and Categorical Accounting
Fairfield-Suisun Unified School District
GRANT APPLICATIONS/FINANCIAL REPORTS PROCEDURES
SPEC.001
Grant Applications
Budgets for grant applications are to be submitted to the Business Office for review ten days prior to submission to the granting agency. The Business Office will review the grant budgets to ensure that the correct amounts are budgeted for salaries, benefits and indirect costs. The grant will also be reviewed to determine whether any matching funds are required and/or whether the grant obligates future District resources. If there are matching requirements, the program director will submit the source of match along with the budget. After review and approval the budget will be returned to the program director.
Grant Financial Reports
Granting agencies often require a separate financial report. These reports will be completed by the Business Office. The program director should notify the District Accountant ten days prior to financial report due dates. A copy of the report will be submitted to the program director and the original forwarded to the granting agency.
Grant Budget Updates
Periodically, some granting agencies will require budget updates or budget revisions. All updates and/or revisions should be submitted to the Business Office for review and approval prior to submission to the granting agency.
SPEC.001 Page 1 of 1
Fairfield-Suisun Unified School District
Attached is a chart of all of the categorical programs that the District operates. This chart will be updated as new grants are received or old grants expire.
In the column titled "carryover allowed" it is important to note that, for categoricals where carryover is not allowed, the unused funds must be returned to the grantee. Therefore, in order for the District to get the most from the funds provided by the grant, it is the program manager’s responsibility to set deadlines and to monitor these program budgets and expenditures so that the funds are not forfeited. It is the program manager’s responsibility to prepare any grantor required requests for carryover. Copies of carryover requests and grantor approvals must be provided to the District Accountant.
In the column titled "indirect allowed" the allowance defined in the grant is listed. To cover related overhead costs, it is District policy to charge the allowable indirect-charge against all programs that do not prohibit this charge. The approved indirect rate will be charged on all restricted resources unless the grant language specifically prohibits it. Absence of a prohibition is deemed to be an allowance for indirect.
CATEGORICAL PROGRAM CARRYOVERS AND INDIRECT COSTS SPEC.002 SPEC.002
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Fairfield-Suisun Unified School District
TIME DOCUMENTATION FOR STATE AND FEDERAL FUNDED EMPLOYEES
SPEC.003
State and Federal Funded Employees
In order to comply with State and Federal law, State and Federally funded employees must provide time documentation and that documentation must be available for audit; the auditors must be able to verify the validity and correctness of salaries split between categorical programs.
Time studies (see attached forms) must be completed monthly by all employees whose salaries are paid with all or a portion of State or Federal categorical funding (resource codes 3000-7999). The time accounting documentation is to be retained at the District Office and available for audit in the subsequent year.
Employees charged 100% to a single State/Federal program must certify, in writing, twice each year that they worked solely in that program. For this certification, use the attached Single-Funded Employee Accounting Certification form.
It should be noted that for those employees who are multi-funded, the time documentation must support the actual multi-funded split on the employee’s assignment as per the Justification and Personnel Contract Adjustment Request form, or the actual costs must be entered by journal entry to the correct programs on a quarterly basis. This situation should be avoided, if at all possible. This makes budget management and accounting for these employees very complex. For this certification, use the attached Multi-Funded Employee Time Accounting Log.
Any position with all or a portion of its funding coded to any resource 3000 – 7999 must complete time reporting documentation.
The question of whether or not an obligation is claimable for funding under a current-year grant is determined by what the obligation is for. The following table from the Education Department General Administrative Regulations (EDGAR) Code of Federal Regulations (CFR), Title 34, Part 76.707, shows when various commitments are considered to be legal obligations:
If the obligation is for . . .
Acquisition of real or personal property
Personal services by an employee of the LEA
Personal services by a contractor who is not an employee of the LEA
Performance of work other than personal services
Public utility services
Travel, conferences
Rental of real or personal property
The legal obligation is made . . .
On the date on which the LEA makes a binding written commitment to acquire the property
When the services are performed
On the date on which the LEA makes a binding written commitment to obtain the services
On the date on which the LEA makes a binding written commitment to obtain the work
When the LEA receives the services
When the travel is taken or conference attended
When the LEA uses the property
Business Services Division Procedure Manual
Student Body Accounting
Fairfield-Suisun Unified School District
STUDENT BODY ACCOUNTS
STD.001
General Administration
Student Body Funds are to be administered in accordance with the procedures outlined in the District’s Student Body Procedures Manual, which is available at each school site.
Bank Accounts and Reconciliations
The opening or closing of any student body bank account must be approved by the Governing Board. All student body bank accounts must be reconciled monthly. Copies of the bank statement and reconciliation, both signed off by the site principal, are to be submitted to the Business Office monthly. An annual summary report must also be submitted to the Business Office in the first week of September.
Negative Balances
Individual student body club accounts are not allowed to carry deficit balances. If one student body club covers another student body club’s negative balance, a formal loan between the two clubs must be established and approved in the minutes of the Associated Student Body. In addition, student body bank accounts must never be overspent.
Payments to Employees/Independent Contractors
Payments to individuals for services rendered may be classified as payroll costs or independent contractor costs. Employees of the District cannot be independent contractors as they already hold employee status with the District. All payroll costs paid out of student body funds must be processed through the District's payroll and reimbursed by the student body. Under no circumstances are employees ever to be paid in cash.
Investments
Any investment of student body funds in any form other than a checking or savings account must be approved by the Director of Fiscal Services.
Cash Collections
All cash collections must be supported by proper documentation. For dances and athletic events this includes beginning and ending ticket numbers, cash count sheets, and signatures of two individuals verifying cash count. Cash must be deposited within seven days or receipt; preferably within two days.
Fairfield-Suisun Unified School District
STUDENT BODY ACCOUNTS
STD.001
Expenditures
All expenditure of student body funds must be preapproved. At the unorganized (elementary) level, the site principal approves expenditures. At the organized (secondary) level, the approval is evidenced by documentation in student body meeting minutes and signatures of approval by the student club representative, the club advisor and the site principal.
ASB PAYMENTS FOR SERVICES
In certain circumstances, the Associated Student Body (ASB) may need to pay a staff member, parent, student, or coach for services performed on behalf of a student organization; however, before any compensable services are performed, the working relationship with the person providing the services needs to be established. Determine if the prospective service provider is an “employee” or is an “independent contractor.” This relationship will ultimately determine how the service provider will be paid, and what types of rights, obligations, and liabilities are created between the parties.
Determining the working relationship is not arbitrary, and having a contract stating that the service provider is an “independent contractor” is irrelevant. To assist with this process, the District procedure, AYP.006 – Contracted Services, should be referenced. The general rule of thumb is that most, if not all, services provided on the behalf of ASB will be provided under an employer/employee relationship, and current students and employees, including “volunteer” coaches, may never be paid as independent contractors. The only checks ASB should be writing directly to staff members would be for reimbursements for purchases of authorized and legitimate ASB expenditures. The processes for ASB payment of an “independent contractor” and “employee” are as follows:
Contracting with and Paying an Independent Contractor
1. Using procedure AYP.006, determine if the service provider truly can be classified as an independent contractor by asking the 20 questions provided by the IRS. Remember, if the answer is “yes” to two or more questions, the individual is to be treated as an employee. If there are any questions, or the individual insists he/she is independent (“…but I have my own business”), please contact the Business Office or Human Resources immediately.
2. Complete an Agreement for Consulting Services (a contract). Remember, all contracts must be approved and signed by the Assistant Superintendent of Business Services in advance of the date(s) of service.
3. Fiscal Services submits an approved vendor list to the sites several times during the year. If the consultant is not on the approved list, contact Fiscal Services for approval.
4. Upon completion of a contract, the Principal or the Club Advisor indicates that services were complete by writing, “OK to pay,” and signing the contractor’s invoice.
Fairfield-Suisun Unified School District
ASB PAYMENTS FOR SERVICES
5. Payment (a check) can be issued from the ASB account directly to the contractor. All contracts and supporting documents must be retained.
Paying an Employee for Services Rendered
1. All ASB expenditure requirements must be met. All ASB expenditures must be pre-approved by the principal, a certificated student representative, and a member of the student organization/student counsel.
2 After services are performed, the employee completes a timesheet and codes the expenditure to be billed to ASB. The total amount billed will be the hourly rate times the number of hours worked plus the employer benefit costs.
3. The site secretary submits timesheets to the Payroll Department. Payment is processed and issued.
4 Fiscal Services will invoice ASB the actual cost of the payroll.
5. The site treats the bill as it would any ASB invoice and processes payment in a timely manner.
When a booster club offers to pay coaching stipends, a donation account for the site will need to be set-up with the district. Donation receipt must be confirmed and deposited before any compensable services are performed.
Should ASB fail to reimburse the District for these stipends, or should the donation account be insufficient to cover all stipend costs, the site discretionary allocation account will be charged.
Fairfield-Suisun Unified School District
STUDENT BODY CONTROLS OVER DISBURSEMENTS
STD.003
Sound internal controls over purchasing and payment processes generally necessitate the following:
• Evidence of prior purchase authorization in the form of a purchase order or a request for purchase/check, and a signed contract or lease, if applicable.
• Separation of duties. The same individual should not perform the following functions: approve purchase requisitions, receive merchandise, approve invoices for payment, record transactions in the books, or review and reconcile monthly account statements.
• Evidence of inspection validating that items received were in good condition and in the correct quantities
• An original itemized invoice
By requiring purchase approval prior to expending funds, organizations are better able to control their finances, ensure they do not exceed budgets, and prevent unauthorized purchases.
It is also critical that organizations only make payment from original invoices. The risk of incurring errors or irregularities increases when organizations make disbursements without an invoice or from a photocopy of an invoice.
Segregation of duties is an internal control designed to prevent or decrease the occurrence of inadvertent errors or intentional fraud. Accomplishing this requires that no single individual has control over all phases of a transaction.
Finally, verification of item receipt without damage and in the correct quantities helps to ensure the validity of payments.
Business Services Division
Procedure Manual
Miscellaneous
Fairfield-Suisun Unified School District
SIGNATURE POLICY
MSC.001
All authorizations for expenditures and/or reclassification of expenditures (journal entries) or budget (budget revisions) are to be signed by the administrator of the funds - the signature is to be an original signature, signed in ink. Signature stamps are not acceptable.
This includes but is not limited to the following:
o Purchase Orders
o Change Order Requests
o Direct Pays
o Travel Reimbursements
o Requests for Contract
o Expense Transfer Requests
o Time Sheets
o Justification and Personnel Contract Adjustment Requests
o Vacancy Information Sheets
o Any other Documents without Specific Prior Authorization from the Administrator
This policy is set in place to protect all staff and administration. No action will be taken until all necessary signatures have been obtained.
Fairfield-Suisun Unified School District
JOURNAL ENTRY/TRANSFER VOUCHER PROCEDURES
MSC.002
School sites and program managers may initiate journal entries or expense transfers correcting erroneous entries charged to their budgets.
Back-up documentation is required supporting all journal entries and expense transfers submitted to the Business Office. The back-up must detail what is being changed, and why it is being changed. Back-up including a detail print-out, displaying the erroneous entry must be attached to the request.
Transfers cannot be posted until the expense is complete.
Encumbrances cannot be transferred. If an improper encumbrance is posted to an account, the Business Office should be notified for correction before the item is expensed.
Journal Entries:
Used to make corrections within the same resource.
Expense Transfers:
Used to make corrections from one resource to another.
Fairfield-Suisun Unified School District
NEW ACCOUNTS/SECURITY POLICY
MSC.003
New Account Codes
New account codes are to be approved by the Director of Fiscal Services, the Director of Accounting, or the Staff Accountant prior to their being added to the system. Under no circumstances should new account codes be added without prior approval. This will help reduce the number of budget and journal corrections needed throughout the year.
New User Accounts
New user accounts for the financial system will be maintained and authorized by the Director of Fiscal Services and the Director of Accounting.
Financial System Security
Under no circumstances are employees to approve requisitions or enter data into the Escape financial system under another employee’s log-on. Log-ons and passwords are established for security reasons. Entering data under another employee’s log-on is a violation of that security.
In order to secure access to your log-on, log off the system when leaving your desk for extended periods of time.
Fairfield-Suisun Unified School District
COUNTERFEIT BILLS POLICY
MSC.004
Counterfeit Bills
If you receive a counterfeit bill:
• Keep the bill in your possession – do not give it back to the student
• Have the student wait
• Contact the site administration immediately
• Give the counterfeit bill to the site administrator
If the counterfeit bill was received during receipt of meal payment, inform the Director and/or Staff Accountant in Child Nutrition of the incident.
Child Nutrition Services does not accept bills larger than $20.00 and all currency received in Child Nutrition Services is checked with a counterfeit pen.
STUDENT FEES
MSC.005
A pupil enrolled in a school shall not be required to pay any fee, deposit, or other charge not specifically authorized by law. [Ref. California Code of Regulations, Title 5, Article 3, Section 350] With this language, the State Board of Education made clear that fees are not to be imposed except where specifically authorized by law.” The Attorney General has, in several opinions, consistently ruled that school districts do not have authority to levy fees for any elective or compulsory class. Further, districts may not require security deposits for locks, lockers, books, class apparatus, musical instruments, uniforms, or other equipment.
Fees that are Authorized:
The Education Code specifically authorizes certain fees.
1. Fees that a district may collect for furnished materials to a pupil for items the pupil has fabricated from such materials for his or her own use. That is, the fee may be charged for fabricated items taken home, but not otherwise. These fees may not exceed cost. (Education Code Section 17551)
2 Charges for food served to pupils. (Education Code Sections 38084)
3. Charges to the parent or guardian of any pupil who loses a book or defaces books or other school property. (Education Code Section 48904)
4. Charges for field trips or excursions, principally for transportation. The authority to charge a fee for field trips or excursions is not directly stated in the Education Code. Rather, it provides that “No pupil shall be prevented from making a field trip or excursion because of lack of sufficient funds.” (Education Code Section 35330)
5. Districts must make medical, hospital, or accident insurance available to pupils who may be injured while participating in field trips and the cost of the insurance may be paid by the pupil or his parents. (Education Code Section 35331)
6. Governing boards may expend from the general fund of the district any money which is budgeted for community services to establish and maintain community service classes. They may charge student fees not to exceed the cost of maintaining such classes. (Education Code Section 51815)
7. A governing board may charge a tuition fee to adults for any class except classes in English and citizenship for foreigners, classes in elementary subjects, and classes for which high school credit is
Fairfield-Suisun Unified School District
STUDENT FEES
MSC.005
granted when taken by a person not holding a high school diploma. (Education Code Section 52612)
8. Districts must provide, and each member of an athletic team must have, accidental death, injury, and medical insurance coverage. The cost of such insurance may be paid by the pupil unless the pupil is unable to pay for such insurance. (Education Code Sections 3222032224)
9. A school district may require a deposit from a borrower of school band instruments, music, uniforms, and other regalia for use on an excursion to a foreign country. (Education Code Section 38120)
10. Pupils whose parents are actual and legal residents of an adjacent foreign country or an adjacent state shall be charged a tuition fee. (Education Code Sections 48050 and 48052)
11. The regulations of the governing board may provide for the sale of materials purchased from the incidental expense account to pupils in classes for adults, for use in connection with such classes. The proceeds of all such sales shall be deposited in that account (Education Code Section 52615).
12. A high school district board may charge for textbooks used in classes for adults or impose a refundable deposit on loaned books. (Education Code Section 60410)
13. The governing board of a school district may charge a fee for school camp programs, provided that payment of such fee is not mandatory. No pupil shall be denied the opportunity to participate in a school camp program because of nonpayment of the fee. (Education Code Section 35335)
14. Families utilizing child care and development services shall be charged a fee by the school district, but no fees shall be assessed against families whose children are enrolled in the state preschool program, or for such services provided to severely handicapped children (Education Code Sections 8263(e) (f) and 8250(d)). Standards for fees appear in Education Code Section 8265. The school district may also impose a fee for a program of supervision of children before and after school. (Education Code Section 8487 and 8488)
15. School districts may offer a fingerprinting program for children in kindergarten or newly enrolled children and shall assess a fee to the parent or guardian who chooses to participate. (Education Code Section 32390)
Fairfield-Suisun Unified School District
STUDENT FEES
MSC.005
Fees that are not Authorized:
According to Fiscal Management Advisory 12-02, the following are items for which you cannot charge a student fee:
A. A deposit in the nature of a guarantee that the District would be reimbursed for loss to the District on account of breakage, damage to, or loss of school property
B. An admission charge to an exhibit, fair, theater or similar activity for instruction or extracurricular purposes when a visit to such places is part of the District’s educational program
C. A tuition fee or charge as a condition of enrollment in any class or course of instruction, including a fee for attendance in a summer or vacation school, a registration fee, a fee for a catalog of courses, a fee for an examination in a subject, a later registration or program change fee, a fee for the issuance of a diploma or certificate, or a charge for lodging
D. Membership fees in a student body or any student organization as a condition for enrollment or participation in athletic or other curricular or extracurricular activities sponsored by the school
E. Charges to an apprentice, or his or her parents or guardian, for admission or attendance in any class pursuant to Section 3074 of the Labor Code (EC Section 48053)
F. Charges for textbooks and workbooks (except for classes for adults) (EC Section 60070 and 60410)
G. Fees to process an interdistrict transfer request by a pupil residing in another district
H. Reimbursement for lost Average Daily Attendance revenue for absences from school
EC Section 38118 provides that writing and drawing paper, pens, inks, blackboard erasers, crayons, lead pencils, and other necessary supplies for the use of the schools shall be furnished under the direction of the governing board of the school district.
Fairfield-Suisun Unified School District
STUDENT FEES
MSC.005
Furthermore, the Attorney General has issued an opinion that all of the following are “necessary supplies” and therefore, if the school district requires that pupils use such items, the school district must provide them to pupils for free in order to participate in regular classroom work in the particular subjects involved:
a. Art material for art classes and mechanical drawing sets
b. Cloth to be used in dressmaking classes and wood for carpentry classes
c. Gym suits for physical education classes
d. Bluebooks in which to write a final examination, and
e. Paper on which to write a theme or report when such theme or report is a required assignment
It is important to remember that offering waivers for financial hardship does not make any of the above items a legally chargeable fee. A public school district may not charge fees for educational programs simply because they are denominated “extracurricular,” even when a fee waiver was available.
Fairfield-Suisun Unified School District
DONATIONS
MSC.006
The purpose of this procedure is to ensure that donated funds are deposited in the appropriate accounts. Segregating donated funds at the time of receipt is important. Typically, gifts are made for three uses by the District or Student Body:
• For use at a specific school site
• For use in a specific program
• For student activities (ASB)
Donations to District for Specific School Site or Program
If the donation is made for a particular school site or program, the Principal must remit the donation with a Record of Donation Form to the district Business Office. The Business Office will deposit the funds into the County Treasury and record the revenue as a donation for the school site. The school site budget will be adjusted to allow the Principal to use the funds for the school. A separate budget will be set up to identify donor funds Unexpended funds at year-end are carried over to the new budget year.
Donations to Associated Student Body Organizations (ASB)
If the donation is intended for the ASB organization, the Principal must deposit the check into the ASB account and send a copy of the Record of Donation Form to the Business Office. The ASB organization is subject to the policies and procedures incorporated in the Associated Student Body Procedures Manual.
Donations of Technology/Equipment/Furniture
The District maintains thousands of computers and printers for classroom and office use, as well as equipment and furniture. New items are added each year and outdated equipment or technology is regularly replaced. Furniture and equipment donations can be an additional asset and are welcome if they are of sufficient quality, condition, and meet district standards. In the case of technology, donations are accepted if they meet the quality and have sufficient power to run current software or can support educational programs for several years. To ensure that donations will benefit the District’s computing and teaching environment, technology donations must meet or exceed the TSS Department's standards for performance. To ensure that equipment or furniture donations will meet District standards, donated items will need to be reviewed by the Purchasing & Contracts Office.
Fairfield-Suisun Unified School District
DONATIONS
MSC.006
To begin the process of accepting a technology related donation, enter a Help Request stating:
1) The nature of the proposed donation, and
2) Contact information for the person donating the technology.
The TSS or Purchasing & Contracts Department will make contact with the donating party, evaluate the donation on its merits, and provide the school/department with a report either accepting the donation for certain types of use or declining the donation with reasons for the denial.
Equipment not meeting or exceeding TSS standards will not be accepted as a donation to the District. Sites or departments accepting substandard donations without approval from the TSS department will be charged a $50 fee per device for the removal of the equipment or a $50 fee per device plus parts/software costs for upgrading it to District standards.
Board Recognition of Donations
Contact the Administrative Assistant to Business Services to obtain the necessary forms to have the donation recognized by the Board and have a thank you note sent.
Record of Donation
NAME OF DONOR:
STREET ADDRESS:
CITY/STATE/ZIP CODE:
TELEPHONE NUMBER:
DONOR’S ESTIMATE OF VALUE: $
If cash or check, show exact amount received.
DESCRIPTION OF DONATION
(Complete either # 1 or # 2 as it applies to the donation)
1. NON-CASH DONATION
Donations of technology/equipment/furniture must be submitted for approval prior to the acceptance of the item(s) to Business Services
Description of Item:
Brand Model Serial # Tag #
Location: Site Building Room # Fund and Program that use the article:
Special review procedures for donated technology/equipment/furniture or vehicles
The donation described above is clear for acceptance by:
Technology Support Svcs Yes No
Transportation Yes No
Purchasing Yes No
Maintenance & Operations Yes No Other: Yes No
Reason for denial
Signature
Purpose prescribed by Donor:
2. CASH DONATION
Date
a.If the donation is intended for a group/organization accounted for in the school’s Student Body Fund, complete this section and deposit check/cash into the Student Body Fund.
b.If the donation is unrestricted or intended for a District program, complete this section and forward check/cash to the District Business Department with this form.
Received at (School or Department): Date
Signature (Site Principal/District Administrator): Date
Date of Board Action:
VALUATION GUIDE FOR GOODWILL DONORS
The U.S. Internal Revenue Service (IRS) requires donors to value their items. To help guide you, Goodwill Industries International has compiled a list providing price ranges for items commonly sold in Goodwill® stores. Assume the following items are in good condition, and remember: prices are only estimated values.
Fairfield-Suisun Unified School District
MSC.007
What is a Raffle?
A raffle is a type of lottery in which prizes are awarded to people who pay for a chance to win.
Who Can Conduct a Raffle?
Only eligible organizations as defined in Penal Code Section 320.5(c) may conduct raffles in California, provided they are registered with the Registry of Charitable Trusts before conducting any raffles.
What Does This Mean for FSUSD Schools and Organizations?
• Can schools hold a raffle? No.
While schools cannot hold a raffle, they can still hold a drawing for prizes if it involves a general and indiscriminate distribution of tickets, as well as the scheme does not require any of the participants to pay for chance to win. For example, a school can hold a drawing where every student is automatically entered into a drawing where donated spirit wear is awarded each week. If such drawings are held, please make certain to use the word “drawing.” Do not use the word “raffle” for this type of activity.
• Can Booster/Parent groups conduct raffles? It depends.
The booster group would need to complete all of the necessary paperwork and register with the Attorney General’s Office. If a booster group (or parent group) is considering a raffle, direct them to the Attorney General’s website to review the process. http://oag.ca.gov/charities/raffles
• Can student clubs conduct raffles as defined by the California Attorney General’s Office? No.
School entities, including student clubs, are not authorized to participate in raffles because, unlike the local PTA, they are not nonprofit organizations exempt from state tax as defined in the Franchise Tax Code.
Fairfield-Suisun Unified School District
INTER-DEPARTMENTAL BILLINGS MSC.008
Schools and programs are required to reimburse certain departments for services. Following are the appropriate codes to be used for these transactions:
Transportation
01-xxxx-x-5713-xxxx-4200-xxx-xxx
01-xxxx-x-5713-xxxx-xxxx-xxx-xxx
01-xxxx-x-5718-xxxx-xxxx-xxx-xxx
01-xxxx-x-5713-xxxx-3600-xxx-xxx
Instructional Media Center
01-xxxx-x-5714-xxxx-xxxx-xxx-xxx
Athletic Trips
Field Trips
Vehicle Repair
Summer School Transportation
Food
01-xxxx-x-5752-xxxx-xxxx-xxx-xxx
Misc. charges for Videos/DVDs, etc.
Catering by Food Services Department
NOTE: The Adult Education, Child Development, and Cafeteria Funds should use object 575x instead of 571x.
1 of 1
Fairfield-Suisun Unified School District
TRAINING FOR NEW SITE/PROGRAM STAFF MSC.009
The Business Office will provide training to new site and program clerical and administrative staff as soon as feasible after the employee hire date:
Kim Morgan at 399-5014 or Steve Sitjar at 399-5128
Christyna Blossom at 399-1240
Fairfield-Suisun Unified School District
ACCOUNTS RECEIVABLE
MSC.010
On a quarterly basis, the Business Office sends past due reminder notices to agencies that have outstanding invoices with the District.
For outside agencies, invoices over 90 days old will be assessed a 10% late fee. Invoices over 120 days old will be sent to the District’s collection agency.
For Student Body organizations and site-level PTA/PTO organizations, invoices over 90 days old will be charged against the school site’s discretionary fund. It will then be up to the school site administrator to retrieve the funds from the delinquent organization.
Fairfield-Suisun Unified School District
SCHOOL EVENTS/ACTIVITIES - LIABILITY REQUIREMENTS
MSC.011
The procedure for the use of such items as bounce houses, dunk tanks, slip and slides, etc. for school fundraisers/activities is as follows:
• Trampolines are not allowed anywhere in the District. There is exclusion on the District’s insurance policy on the use of any trampolines, unless the device is used in conjunction with an approved Individualized Education Plan.
• Use of fireworks, fireworks, or pyrotechnic devices is not covered unless they are developed, used and operated in keeping with state approved curricula.
• Losses arising from Special Activities are excluded. Special Activities are defined as non-curricular, non-mandatory events involving enhanced risks due to the inherent nature of the event or activity. Special Activities include: (1) events in which members of the general public pay to attend an event (e.g. concerts, dances, or festivals); (2) events open to the general public conducted at locations other than property owned or leased by the District (e.g. off-site graduation ceremonies; off-site fund raisers); and (3) activities involving heightened risks of personal injury vehicle use (go-cart, ATV, motorcycle), skiing (water or snow), water slides, skating/skate boarding, bounce houses, and dunk tanks.
• The provider (the company that brings the inflatable games/dunk tanks) must provide the District with a Certificate of Insurance in the amount of $1,000,000 for each occurrence, $2,000,000 general aggregate. In addition, they must provide an Endorsement which names the Fairfield-Suisun Unified School District as an additional insured. The Facilities Department must be provided with proof of insurance before any activity will be approved.
• The school must collect a PARTICIPATION AND CONCUSSION FORM from every student participating in the event. Please contact the Administrative Assistant in the Business Office to obtain a PARTICIPATION AND/OR CONCUSSION FORM that will be personalized for each particular event.
NOTE: Only adults are allowed to be in the dunk tanks.....no students! Adults participating in the activities must complete a PARTICIPATION AND CONCUSSION FORM, as well.
Fairfield-Suisun
SCHOOL EVENTS/ACTIVITIES - LIABILITY REQUIREMENTS
MSC.011
If considering allowing a questionable activity, contact the Business Office to get prior approval before proceeding with the activity.
High Risk Deductible
The Central Office covers the insurance deductible ($10,000 per incident) for normal District losses. High risk activities have a $7,500 deductible and are not covered by the Central Office:
1. District Authorized/Sponsored Field Trips listed below:
a. Snow/ski trip, including travel
b. Scuba-diving trips, including travel
c. Swimming/water activities or trips to oceans, bays, lakes, rivers, streams and privately owned swimming pools/spas, including travel
d. Bicycle activities/trips (other than bicycle safety programs)
e. Out-of-state/out-of-country trips
2. Skateboarding/rollerblading/scooter riding/motorcycle riding – unless a district has specifically prohibited such activities on campus and enforced such a prohibition by way of a written notice and by way of posted signs on fences and grounds
3. Car and motorcycle racing
4. Rodeos
5. Outdoor rock climbing, spelunking, and rappelling – unless under the supervision of a Ropes Course or similar type program
6. District authorized public use of facilities or grounds for sports/athletic activities without a signed Facilities Use Agreement as allowed under the Civic Center Act naming the district as an additional insured and including at least a mutual hold harmless agreement
7. Indoor/outdoor floor hockey
8. Kickboxing, martial arts
9. Bonfires
10. Bounce houses or any inflatable activities
11. Dunk Tanks
SCHOOL EVENTS/ACTIVITIES - LIABILITY REQUIREMENTS
MSC.011
Sites who wish to host the activities listed above will be responsible for the deductible should a loss be incurred. Sites are also responsible to collect Participation and Concussion Forms and keep on record for a minimum of three years.
CONCUSSION AND HEAD INJURY INFORMATION SHEET
Student: Address:
Grade: Telephone:
School: School Year: DOB:
Pursuant to Education Code Section 49475, before a Student may try-out, practice, participate, or compete in any District-sponsored athletic program, including interscholastic or intramural sports programs (including cheer/dance/marching band, but excluding PE courses for credit or athletic activities during the regular school day), the student and his/her parent/guardian must review and execute this Concussion and Head Injury Information Sheet (“HIIS”). The HIIS is good for one academic year (Fall - Spring) and is applicable to all athletic programs in which the Student may participate.
IMPORTANT INFORMATION REGARDING CONCUSSIONS
If a Student is suspected of sustaining a concussion or head injury during an athletic activity, the Student shall be immediately removed from the activity. The Student shall not be allowed to resume participation in any activity until he/she has been evaluated by a licensed health care provider (MD or DO for CIF-governed interscholastic sports; MD, DO, nurse practitioner, or physician’s assistant for all other sports/athletic activities), who must affirmatively state (1) that he/she has been trained in concussion management, and is acting within the scope of his/her licensed medical practice, and (2) the student has been personally evaluated by the health care provider and has received a full medical clearance to resume participation in the activity. By law, there can be no exceptions to this medical clearance requirement. In addition, if the medical care provider determines the Student suffered a concussion or a head injury, the Student shall complete a gradual return-to-play protocol of no less than seven days, which shall be under the supervision of a licensed health care provider.
Depending on the circumstances of a particular practice or game, a supervising referee/umpire, coach/assistant coach, athletic trainer, or attending health care provider may determine that a student should be removed from an activity based on a suspected or potential concussion or head injury. The following guidelines will be used: (1) in the case of an actual or perceived loss of consciousness, the student must be immediately removed from the activity; (2) in all other cases, standardized concussion assessment tools (e.g., Sideline Concussion Assessment Tool (SCATII), Standardized Assessment of Concussion (SAC), or Balance Error Scoring System (BESS) protocol) will be used in order to determine if the student should be removed from the activity. For the safety and protection of the student, once a supervising individual makes a determination that a student should be withdrawn from activity due to the potential existence of a concussion or head injury, no other coach, player, parent or other involved individual may overrule this determination.
Once a student is removed from an activity, the parent/guardian should promptly seek an evaluation by a licensed health care provider even if the student does not immediately describe or show symptoms of a concussion (headache, pressure in the head, neck pain, nausea/vomiting, dizziness, blurred vision, sensitivity to light/sound, feeling “slow”/“foggy,” difficulty with balance, concentration, memory, confusion, drowsiness, irritability, emotionality, anxiety, nervousness, or falling asleep). A student with any of these symptoms should be taken immediately to a health care facility. If a parent/guardian is not immediately available to make health care decisions, the District reserves the right to take the student to an emergency/urgent care provider for evaluation or treatment in keeping with the medical care authorization contained in the Agreement for Team Participation
Dated: _________________________________ Dated:
Student: ________________________________ Adult:
Signature:
Signature:
HOJA DE INFORMACIÓN PARA CONMOCIÓN CEREBRAL Y LESIONES EN LA CABEZA
Estudiante: Dirección:
Grado: Teléfono:
Escuela: Año escolar: Fecha de nacimiento:
En virtud del Código de Educación, artículo 49475, antes de que un Estudiante pueda participar o competir en pruebas o en cualquier programa deportivo extracurricular auspiciado por el Distrito, incluidos los interescolásticos, internos u otros programas deportivos o de recreación (esto incluye equipos de porristas/danza y banda de músicos), pero excluyendo cursos de educación física con crédito académico, el estudiante y el padre/tutor legal deben leer y firmar esta Hoja de Información para Conmoción Cerebral y Lesiones en la Cabeza. Una vez firmada, la Hoja es válida por un año académico (de otoño a primavera) y es aplicable a todos los programas deportivos en que pueda participar el Estudiante.
INFORMACIÓN IMPORTANTE SOBRE LA CONMOCIÓN CEREBRAL
Si se sospecha que un estudiante ha sufrido una conmoción cerebral o lesión en la cabeza durante una actividad deportiva, el Estudiante será retirado de inmediato de la actividad. No se permitirá que el Estudiante reanude su participación en la actividad hasta que haya sido evaluado por un proveedor de atención médica con licencia profesional (Doctor en Medicina (Medical Doctor [MD]) o Doctor en Osteopatía (Doctor of Osteopathy [DO]) para deportes interescolares regidos por la Federación Interescolástica de California (California Interscholastic Federation [CIF]); MD, DO, enfermero practicante o asistente de médico para todos los demás deportes/actividades deportivas), quien debe declarar afirmativamente que (1) ha sido capacitado en atención de conmoción cerebral y actúa dentro del alcance de la práctica médica en la que tiene licencia profesional; y (2) el estudiante ha sido evaluado personalmente por el proveedor de atención médica y ha recibido el alta médica total para reanudar su participación en la actividad. Por ley, no puede haber ninguna excepción a este requisito de alta médica.
Según las circunstancias de una práctica o partido en particular, un árbitro/juez de silla supervisor, entrenador/asistente de entrenador, entrenador deportivo o proveedor de atención médica a cargo puede determinar que un estudiante debe ser retirado de una actividad debido a una conmoción cerebral o lesión presunta o potencial en la cabeza. Se utilizarán las siguientes pautas: (1) en caso de una pérdida real o aparente del conocimiento, el estudiante debe ser retirado de inmediato de la actividad; (2) en todos los demás casos, se usarán otros métodos habituales para evaluar la conmoción cerebral (ej. Herramienta de Evaluación de Conmoción Cerebral en la Banda (Sideline Concussion Assessment Tool [SCAT/II]), Evaluación General de Conmoción Cerebral (Standardized Assessment of Concussion [SAC]) o Sistema de Calificación de Error en el Equilibrio (Balance Error Scoring System [BESS]) como fundamento para decidir si se debe retirar al estudiante de la actividad. Para la seguridad y protección del estudiante, una vez que una persona en funciones de supervisión determine que un estudiante debe ser retirado de la actividad debido a la posible presencia de una conmoción cerebral o lesión en la cabeza, ningún otro entrenador, jugador, padre u otra persona involucrada puede anular esa determinación.
Cuando un estudiante haya sido retirado de una actividad, el padre/tutor debe obtener sin demora una evaluación médica por parte de un proveedor de atención médica con licencia profesional, aunque el estudiante no describa ni muestre inmediatamente síntomas de una conmoción cerebral (dolor de cabeza, presión en la cabeza, dolor en el cuello, nausea o vómito, mareos, vista borrosa, problemas de equilibrio, sensibilidad a la luz o el sonido, sensación de "lentitud", "confusión" o "malestar", dificultades de concentración o memoria, confusión, adormecimiento, irritabilidad o emotividad, ansiedad o nerviosismo, o dificultad para conciliar el sueño). Si el estudiante informa o muestra cualquiera de estos síntomas, se debe obtener atención médica inmediata. Si un padre o tutor legal no está disponible de inmediato para tomar decisiones relacionadas con la atención médica, el Distrito se reserva el derecho a hacer transportar al estudiante para una evaluación o atención médica de emergencia o urgente, de acuerdo con la autorización incluida en el Acuerdo de Participación en Equipo.
Fecha: Fecha: ___________________________________
Estudiante:
Adulto:
Firma: Firma:
Fairfield-Suisun Unified School District
SCHOOL SITE RECORDS RETENTION
MSC.012
Following are the permanent records that must be maintained at the school site or at another appropriate location in the District:
• Cum files
• Student body agenda/minutes from Student Council meetings
• Student Body Annual Financial Reports
All other records may be discarded after three years.
DONATIONS TO CHILD NUTRITION FOR STUDENT MEALS/FEES
MSC.013
Donations made to the Child Nutrition Department for the purpose of paying for student meals or fees owed for such should be designated if meant for a particular school site or for the general overall amount owed. Donations can be received in the following methods:
1) Preferred Method: The donor wishes to make a donation to pay for a particular school site’s current balance owed for all student meals. The current balance as of that day can be obtained from the child nutrition personnel at the school site or by contacting the Child Nutrition Department at the Central Office. The donor then issues a check for the dollar amount owed, the check is deposited into the Child Nutrition fund and all student balances owed as of that day are cleared to zero.
2) Alternative Method: The donor wishes to make a donation of a random dollar amount to be used toward a particular school site’s student meals. The school site administrator may choose to pay off the current student balances owed or have the funds deposited to clear balances at year-end
3) Alternative Method: The donor wishes to make a general donation toward student meals and does not designate a school site. Funds will be deposited into the Child Nutrition fund at the central office level to be used toward all balances owed at year-end.
(Checks should be made payable to the school or FSUSD)
• Charter Bus = Outside Contractor Yellow School Bus
• Coach Charter Bus = Bus with television and/or restroom access
• Van Rental = 7 Passenger Van
• 8-Passenger SUV Rental = 8-Passenger SUV
Note: If school-sponsored activity, any more than 10 passengers including the driver must be transported by a school bus or School Pupil Activity Bus. (SPAB).
2. Seating Capacity:
• The large District transit (school bus) capacity = 84 people (3 to a seat*)
• The large District transit (school bus with seat belts) capacity = 52 people (2 to a seat)
• The large outside contractor bus capacity = 56 people (2 to a seat). Outside contractors will not allow students and/or adults to sit three to a seat. *Not recommended for grades 4 and above.
3. District Bus Availability Days/Hours:
• Weekdays – load time of 9:15 am/return time back to the site of 1:15 pm
• Wednesdays – load time of 9:15 am/return time back to the site of 12:00 pm
• After-School Hours – load time of 5:00 pm/return time back to the site of 9:00 pm
• Weekends – to be determined upon individual request
Trip Invoices & Payments
1. Trip invoices are scanned to site secretaries. Payments are due upon receipt of the invoice, not to exceed 15 days of the trip invoice date. Payments are due directly to the Transportation Department. If payment has not been received in a timely manner, a second invoice will be forwarded to the site secretary, the site principal and the Transportation Director.
2. When an outside district organization is paying for a trip, (PTA/PTO/PTC, band, etc) trip invoices will be scanned to the secretary. The site secretary will forward the invoice to the paying party and include the Transportation Department on the forwarded e-mail.
3. Sites that have an outstanding balance as of June 30th (each school year) will be placed on inactive status. Sites will be deactivated from requesting trips until all payments are received at the Transportation Department.
