Florida Teachers Classroom Supply Assistance Program (Also Known as Teacher Lead) Procedures

Transcription

1 Florida Teachers Classroom Supply Assistance Program (Also Known as Teacher Lead) Procedures New for 2019 Volusia County Schools has discontinued the online ordering program with Office Depot/Office Max. However, Office Depot/Office Max will continue to offer discounted prices and tax exemption when you shop at one of their stores. Attached is a detailed flyer and a Store Purchasing Card. All eligible teachers that receive Florida Teachers Classroom Supply Assistance Program funds will be required to submit legible copies of receipts for all eligible expenditures to your school s designee by March 1, Eligibility Pursuant to Section , Florida Statutes, a classroom teacher means a certified teacher employed by a public school district or a public charter school in that district on or before September 1 of each year whose full-time or job-share responsibility is the classroom instruction of students in prekindergarten through grade 12, including full-time media specialists and certified school counselors serving students in prekindergarten through grade 12, who are funded through the Florida Education Finance Program. Teachers Section , Florida Statutes, requires that the Florida Teachers Classroom Supply Assistance Program agreement must be signed prior to receiving Teachers Lead funds. What are the terms you are consenting to on the Florida Teachers Classroom Supply Assistance Program Agreement? o You acknowledge that Florida Teachers Classroom Supply Assistance Program funds are appropriated by the Legislature for the sole purpose of purchasing classroom materials and supplies to be used in the instruction of students assigned to you. o In accepting custody of these funds, you agree to submit legible copies of receipts for all eligible expenditures to your school s designee by March 1, o You understand that if you do not submit legible copies of the receipts for all eligible expenditures, funds will be collected via payroll deduction for any unsubstantiated receipts. These funds will be allocated to the school advisory council account of the school at which you were employed when you received the funds. o You are authorizing the District to process a payroll deduction for any amount that is not substantiated by a receipt or an expenditure from your Office Depot account. The 2019 Florida Teachers Classroom Supply Assistance Program Agreement is accessible through our district's eportal website. o If you have not already done so, please sign on to your eportal account and click on the "Payroll" tab on the top menu then click on the "Teacher Lead" button on the left hand menu to access the agreement. Page 1 of 5

2 o The agreement process must be completed by September 21, 2018 in order for Payroll to facilitate the payment of the Teachers Lead stipend by the September 28th pay date. Eligible employees who complete the agreement process between September 22 and November 30 will be paid on a later pay date. o Please note that consenting to the terms of the Teachers Classroom Supply Assistance agreement does not guarantee your eligibility for the Teachers Lead stipend. o Once you have completed the agreement process on the eportal, you cannot revoke your consent. o You are required to consent to this agreement each school year, even if you have consented in previous years. Eligibility for the Teacher Lead stipend will be determined by the criteria stated in the statute. The amount that each eligible teacher will receive has not yet been determined. A proportionate amount will be calculated for each eligible teacher, which is that teacher's share of the total amount allocated to the district. Funds will be distributed in the September 28, 2018 paycheck for those that completed the agreement by September 21, o Eligible employees who complete the agreement process between September 23 and November 30 will be paid on a later pay date. o The deadline to complete the Florida Teachers Classroom Supply Assistance Program Agreement via the eportal is 5:00 P.M. on November 30, o The allocation will be listed on your pay stub under Other. The detail can be viewed under the Invoice Detail section of the pay stub tab on eportal. If a teacher is on leave of absence, but will be returning to the classroom during the school year, the teacher is eligible for the funds. A Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form must be obtained from the District s Finance website. A link to this website is provided in the eportal. Save this form on your computer for future use. Since the form automatically calculates the total, the form should not be hand-written. Once you have receipts substantiating the total amount received in Florida Teacher Classroom Supply Assistance Program funds, do the following: o Complete the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures and print the form. o Sign and date the form, acknowledging that the funds were spent for the sole purpose of purchasing classroom material and supplies to be used in the instruction of students assigned to you. Also, you understand that the portion of the amount that was paid to you, but not supported by receipts, will be collected via payroll deduction. o Attach legible copies of all receipts, highlighting the applicable charge(s) on receipts that include charges that do not pertain to the Florida Teachers Classroom Supply Assistance Program. o Retain a copy of the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form as well as the original receipts for your records. o Submit all documentation to the school s designee by March 1, o Do not submit receipts or the form for individual purchases. Please compile the receipts for ALL eligible expenditures and submit ONE (1) form to the school s designee by March 1, o Receipts must be dated between June 1, 2018 and March 1, Page 2 of 5

3 Failure to provide the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and receipts for ALL eligible expenditures by the deadline will result in the collection, via payroll deduction, of the amount that was paid but not supported by receipts. o The portion of the amount that was paid to you, but not supported by receipts, will be collected via payroll deduction. o o Funds spent in EXCESS of the amount paid to the employee will NOT be reimbursed. Funds collected via payroll deduction for unsubstantiated receipts will be allocated to the school advisory council account of the school at which the classroom teacher was employed when that teacher received the funds. Suggested Purchases: Arts & crafts materials Charts, maps, globes, posters DVD/CD disks for students use Flash cards Game balls & supplies for PE Inexpensive musical instruments Purchases NOT Allowable: Clothing Electronics Equipment (item cost over $100) Food, unless it is included in the lesson plan or class curriculum Ink and toner for printers Math manipulatives Paper, books, etc. Pencils, pens, markers, etc. Protective smocks, aprons Software subscriptions (temporary access to site) Personal items Printers Services Software licenses (considered equipment) Principals Designate a school employee to collect Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures forms and receipts for ALL eligible expenditures. The designee will report any questionable purchases. Contact the teacher for more information to determine if the purchase is eligible. Notify all teachers that failure to provide the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and receipts for ALL eligible expenditures by the deadline will result in the collection, via payroll deduction, of the amount that was paid but not supported by receipts. Supply supporting documentation of this notification to the designee. By February 15, 2019, contact each teacher on the list supplied by the designee of all teachers that have not submitted any receipts or whose total submitted receipts are less than the full amount of their allocation. The list should include the teacher s name and the amount of the allocation not supported by receipts. Remind these teachers that the amount not substantiated by receipts by March 1, 2019 will be collected, via payroll deduction. School Designees: School designees will act as the custodian of receipts and will track and manage all eligible teachers, the return of receipts, and notify Payroll of the amount per teacher unsubstantiated by receipts. Page 3 of 5

4 A spreadsheet will be available for download after February 1, 2019 on the Reports and Downloads website listing all teachers at your school having received Florida Teachers Classroom Supply Assistance Program funds and opted out of the Office Depot Program. Detailed instructions on how to retrieve the listing for your school will be sent out in December. It is due in Payroll by March 29, Obtain documentation from your principal to support notification to the appropriate teachers that failure to provide the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and receipts for ALL eligible expenditures by the deadline will result in the collection, via payroll deduction, of the amount that was paid but not supported by receipts. Prior to the deadline, verify that every teacher listed on the spreadsheet has submitted a Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and legible copies of receipts for ALL eligible expenditures. Compile a list of every teacher on the list that has NOT submitted a Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and legible copies of receipts for ALL eligible expenditures. The list should include the teacher s name and the amount of the allocation not supported by receipts. Submit this list to your principal by February 15, Check receipts to ensure that purchases are for classroom materials and supplies. Notify your principal/director of any questionable purchases. Update the spreadsheet for teachers that submitted a Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and legible copies of receipts. Enter the total amount substantiated by legible copies of receipts. the completed spreadsheet to Payroll by March 29, For teachers that have transferred FROM your school, notify the receiving school whether or not the teacher has submitted the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and receipts for ALL eligible expenditures. If not, the teacher to send the form and receipts to you. For terminating teachers, collect the Florida Teachers Classroom Supply Assistance Program Documentation of Expenditures form and receipts for ALL eligible expenditures prior to termination. Immediately notify Payroll of the unsubstantiated amount so that Payroll will have enough time to collect the funds from the last paycheck. For terminated teachers, receipts should have been turned in and Payroll notified of any unsubstantiated receipts. The amount on the report should reflect the total of substantiated receipts. If the teacher did not turn in any receipts, the amount will be zero. Enter a zero in the Amount Used field to agree. All teachers that have unsubstantiated amounts (partial or whole) as of March 1, 2019 should be notified via . They should be advised of the amount that was not substantiated by receipts, which will be collected, via payroll deduction. Enter the total amount substantiated by receipts, up to the amount of the allocation, in the Amount Used field for each teacher. If a teacher fails to turn in any receipts, enter a zero (0) in the Amount Used field. Be sure to save the spreadsheet as you make updates, using FIN1104 as the filename. the completed spreadsheet to Payroll by March 29, Use the filename (FIN1104) in the subject line of the . Page 4 of 5

5 Receipts must be retained for five (5) years. Be prepared to forward the receipts to Finance for auditing (upon request). All procedures and documents are available on the Finance website (under the Teacher Lead tab). Attachments: Office Depot/Office Max Flyer Florida Department of Education memo Page 5 of 5

6 Account # Office Depot, Inc. All rights reserved. Office Depot is a trademark of The Office Club, Inc. OfficeMax is a trademark of OMX, Inc. Volusia County Schools Teachers, get access to your special pricing and more with your Store Purchasing Card: Lissette Lantieri (407) lissette.lantieri@officedepot.com Office Depot is a trademark of The Office Club, Inc. OfficeMax is a trademark of OMX, Inc Office Depot, Inc. All rights reserved.

7 Here are a few things you need to know when using the Teacher Store Purchasing Card The Store Purchasing Card does not expire. The card can be laminated. Must show the Store Purchasing Card when you check out at the register. The Store Purchasing Card can only be used at our Office Depot/Office Max retail stores, not online. No other coupons can be used with the Store Purchasing Card as the contract pricing and tax exemption will be voided. Make sure you get the receipt from the cashier to provide to their bookkeeper. Have Questions??? Contact: Dustin Siple Dustin.Siple@officedepot.com OR Lissette Lantieri Lissette.Lantieri@officedepot.com

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