Pay

Pay Day

ESD employees are paid once per month, on the last working day of the month. Direct deposit is preferred. To set up direct deposit, complete the Direct Deposit form and submit it, along with a voided check, to the payroll office.

Reporting Time

Hourly employees use True Time on Employee Access to submit their time. The submission date varies from month to month. Check the calendar to be sure that you are submitting on time.

Check with your supervisor to see if you are required to report time using ClickTime. Contact Debbie Otos in the Business Office if you need help with ClickTime.

Withholding

Use the IRS calculator to guide your withholding decisions. To change the amount being withheld from your check, complete a W4 form and submit it to the payroll office.

Change of AdDress

Log in to Employee Access to request a change of address. The payroll office will then process the request.

Authorization of Overtime

All overtime work must be pre-approved. Submit the Authorization to Work Overtime form to your supervisor for their signature, then submit it to the Business Office. You may elect to be paid for the overtime or to take compensatory time at one-and-a-half times your base rate.

Optional Contributions

ESD employees have the option of using payroll deductions to contribute to several funds that benefit others:

  • Building Events Fund
  • Flower Fund
  • Sustainability Committee Fund

Contributions are voluntary. Download the Optional Contributions Funds form and submit it to the payroll office.

Benefits

ALL STAFF

Flexible Spending Accounts

Eligible employees may participate in Medical and Dependent Care Flexible Spending Account (FSA) plans administered through Navia Benefits. This calendar-year plan allows employees to set aside pre-tax dollars to pay for out-of-pocket medical and daycare expenses. This is a “use it or lose it” Internal Revenue Code–governed plan.  Employees may set aside between $240 and $2,500 per calendar year.

VEBA

The Voluntary Employees Beneficiary Association (VEBA) plan is a pre-retirement and post-retirement health reimbursement plan. The VEBA plan enables employees to deposit funds that would otherwise be lost in unused sick-leave hours into a tax-free trust account.

Retirement

Eligible employees may participate in a retirement plan through the State of Washington's Department of Retirement Systems. Both the ESD and the employee contribute monthly to the retirement plan. The percentage of contribution depends upon the plan selected.

Deferred Compensation Plan

Employees may participate in the State’s Deferred Compensation plan.  This 457 plan allows an employee to set aside additional pretax earnings for retirement savings.

ALL STAFF — EXCEPT EARLY LEARNING

Medical/Vision

ESD 113's health benefits are negotiated through the State of Washington Health Care Authority.  Eligible employees may choose a preferred provider plan or a managed care plan. Coverage begins on the first day of the month following your start date. If you start work on the first working day of the month, coverage begins that day. Employees pay a portion of their medical care cost through monthly payroll deduction. All employee health insurance plans and premiums include vision benefits. Hardware (glasses, contact lenses) coverage and the frequency of eye exams vary per type of plan selected. Employees do not pay a separate premium for vision coverage.

Dental

Eligible employees have a choice of dental plans. Options include a preferred provider dental plan and two managed care plans. The coverage options vary based on plan selection. Employees do not pay a separate premium for dental insurance.

Life Insurance

Eligible employees enjoy $25,000 in basic life insurance and $5,000 basic Accidental Death and Dismemberment (AD&D) insurance at no cost to the employee.  Employees may also enroll in low-cost optional life insurance benefits for themselves, their spouse, and their dependents. Upon retirement, employees may apply for conversion of their term life insurance into a whole life policy.

Long-Term Disability Insurance

Benefit eligible employees enjoy a basic long term disability plan at no cost to them.  This plan pays a benefit between $50 and $240 per month 90 days after disability certification or the period of accumulated sick leave, whichever is longer.  Employees may also participate in an optional long-term disability plan that provides 60% of the first $10,000 of monthly pre-disability earnings, reduced by any deductible income.  This is an after-tax benefit; therefore, any benefits received from this plan are tax-free.

EARLY LEARNING STAFF Only

Medical

Capital Region ESD 113 Sound to Harbor Early Learning Programs offers two plans. Kaiser Permanente HMO is a managed health plan that requires the selection of a contracted personal care physician and referrals for most specialty needs. Kaiser Permanente Access PPO is a Preferred Provider (PPO) medical plan through Kaiser Permanente. This plan allows you to use any provider and hospital you choose. The level of benefits depends on whether you choose an in-network or out-of-network provider. You receive a higher level of benefit when you obtain services from an in-network provider.

Dental & Vision

Capital Region ESD 113 Sound to Harbor Early Learning Program offers two dental plans managed by SunLife Financial (formerly Assurant). To receive the highest level of benefits, you will need to receive services from a SunLife provider. Find a provider near you.

Both dental plans also include discounted vision services provided by Vision Services Plan (VSP).

Leave

SICK LEAVE

See Board Procedure 5400-P10 for more complete information about sick leave.

Earning Sick Leave

  • Full-time employees earn one day of sick leave per month.
  • Part-time employees earn sick leave on a prorated basis.
  • Temporary and substitute employees earn one hour of sick leave for every 40 hours worked, and may begin using the sick leave on the 90th calendar day after their start date.

Use of Sick Leave

Sick leave may be used for illness, injury, preventative health care, family illness and family care.

Regular full-time and part-time employees may also use sick leave for emergency leave (see Procedure 5400-P4).

Sick leave may not be used before it has been earned and may not be used for or to extend vacation/annual leave or holidays. Sick leave may not be used for annual leave, but annual leave may be used for sick leave.

Sick Leave Buy-back Program

ESD 113 offers an employee attendance incentive program which allows eligible employees to convert sick leave in excess of 480 hours to a cash payout. If you qualify, the payroll office will contact you in January of each year. You must elect whether to cash out your excess sick leave or not and return the form to the payroll office. Payment is made in the February pay check.

ANNUAL LEAVE

See Board Procedure 5400-P1 for more complete information about annual leave.

The number of annual leave days earned per year depends on the number of years of employment. First-year employees earn 12 days per year, and employees who have worked here for 16 or more years earn 22 days per year. Annual leave is accrued monthly, and can be used at the beginning of the next month. The annual leave accrual schedule is listed in Board Policy 5400-P1.

Submit leave requests through Employee Access. You may also track your available leave there.

Annual leave may be used for sick leave, but sick leave may not be used for annual leave.

BEREAVEMENT LEAVE

Full-time employees are allowed up to 5 days of bereavement leave with pay for the death of an immediate family or household member. Early Learning employees are allowed 3 days of bereavement leave. Part-time employees receive prorated bereavement leave.

SHARED LEAVE

See Board Policy 5400-P9 for more information about Shared Leave.

Occasionally employees encounter serious medical or family circumstances that cause them to deplete all of their available leave. Shared leave is a program that allows ESD employees to donate unused leave to their fellow employees.

Apply for shared leave through the Human Resources (HR) department. Once the leave request is approved the HR department solicits leave donations from ESD employees. Donors may use sick leave, annual leave or personal holiday leave.

FAMILY CARE LEAVE

See Board Procedure 5400-P5 for more information about family care leave.

Family Illness

Capital Region ESD 113 employees may use accrued paid sick and annual leave to care for their child with a health condition that requires treatment or supervision; or a spouse, registered domestic partner, parent, parent-in-law, or grandparent of the employee who has a serious health condition or an emergency condition.

Family and Medical Leave Act

The Federal Family and Medical Leave Act (FMLA) entitles eligible employees to take job-protected leave for specified family and medical reasons. The HR department administers this program. Contact them for the necessary forms.

Washington State Family Leave Act

The Washington State Family Leave Act (FLA) builds on existing similar benefits provided under the FMLA by providing additional benefits for women who are pregnant and to registered domestic partners.

Paid Family and Medical Leave

Starting in 2020, Washington will be the fifth state in the nation to offer paid family and medical leave benefits to workers.

Domestic Violence Leave Act

Victims of domestic violence, sexual assault or stalking are allowed to take reasonable leave from work, intermittent leave, or leave on a reduced work schedule, with or without pay; to seek legal or law enforcement assistance, medical treatment, counseling, or for safety and relocation issues.

OTHER LEAVE

Travel

REFERENCES

See Policy 6213 and  Procedure 6213-P1 for more detailed information about travel policies and procedures.

REIMBURSEMENT RATES

Some ESD employees are required to travel for their jobs. We reimburse hotel and meal expenses according to the per diem rates established by the state. For current reimbursement information see the Office of Fiscal Management (OFM) website.  For out-of-state travel, refer to the GSA website. No receipts are required for meals. Receipts are required for hotels, parking, ferry fares, shuttles and other miscellaneous travel expenses.

TRAVEL AUTHORIZATION

The Travel Authorization Form must be completed for all out-of state travel, air travel, and for overnight in-state travel prior to traveling. The form is submitted via Docusign. The Travel Authorization Form 6213-F40 Processing Through Docusign document will walk you through the steps.

TRAVEL REIMBURSEMENT

Expense reimbursements are processed in Employee Access. Submission is due the first Wednesday of the month following your travel. See the calendar for exact dates.

MILEAGE CHART

For your convenience, we have created a searchable mileage chart showing one-way mileage from Tumwater to schools in Washington.

Help

If you need help with travel reimbursement, contact Purchasing.

Employee Access

We use Employee Access to manage the following:

  • Leave balance
  • Leave requests
  • True Time
  • Expense Reimbursement
  • Change of address
  • Employee information
  • Check history
  • W-2 forms

When you are hired you will be given an account on Employee Access. For help, contact Debbie Leonard in the Business Office. You can also refer to the Skyward Qmlativ help section on this website.

Please see the following folks in our Business Office when you have questions.

Purchasing

Policies and Procedures

See Policy 6210 and Procedure 6210-P for more detailed information about purchasing policies and procedures.

This procedure details the purchasing thresholds for federal and non-federal spending of ESD 113 funds.

Capital Region ESD 113 uses the purchasing thresholds listed below. These thresholds are to be used when selecting a vendor, other than OSPI, and ESD or school district, or another government entity of Washington State in order to make a purchase or contract for public works.

The ESD has identified the following purchasing cooperatives that typically meet the quote requirements for small purchases:

State of Washington
KCDA
NCPA/AOPD
National IPA/TCPN
US Communities

If you need to hire a specialized vendor and cannot request competing quotes, use the Sole Source Justification form 6212-F20.

Online Purchasing

When making ESD 113 purchases utilizing online vendors/retailers the following guidelines must be adhered to, page 3 of 6210-P:

  • All ESD policies & procedures must be followed
  • ESD 113 online account must be utilized if applicable
  • Method of payment must be a valid ESD 113 procurement card or PO
  • Delivery address must be an ESD 113 location
  • Billing address must be the ESD 113 Tyee Business Office
  • Care should be taken to validate the online seller and supplier
  • Cost comparison should include shipping, handling, and restocking fees

ESD 113 Online Accounts

Procurement Card Authorization Form

Form 6210-F10 must be signed and on file for any ESD 113 employee who uses an ESD 113 procurement card.

Pre-Authorization for Meeting with Working Meal

A meeting with a working meal must be pre-authorized using Form 6213-F65. A copy of the detailed meeting agenda needs to be attached. For further information on how to fill out this form, please see Procedure 6213-P2.

Vendor Information

New vendors need to complete Form W-9 190901. You may need to provide our ESD 113 W-9 form to vendors. Please use form 6210-F20 if you need to set up direct deposit payments for a vendor.

Entity Information

ESD 113 Letter of Certification as a government entity

ESD 113 IRS Letter (our federal taxpayer identification number letter from the IRS)

ESD's business numbers (taxpayer identification number, DUNS, UBI).

OSPI Contractor Intake Form

If you have questions regarding purchasing, contact Purchasing.

 

Contracts

In order to clearly identify the intent of both Capital Region ESD 113 and other parties with whom the agency enters into relationships, written agreements are frequently necessary.  To maintain efficient operation of Capital Region ESD 113 business, specific positions within the agency have been granted signing authority under this policy.

Those authorized are expected to have the necessary information and expertise to fully understand the implications of making such commitments.  In addition, persons with this authority are expected to perform appropriate due diligence activities to ensure that any attendant liabilities are identified and can be effectively managed.

No matter what the agreement is called (e.g., contract, service agreement, or purchase order), the document must be drafted, reviewed, and approved in accordance with this policy.

Utility services provided by qualified vendors are the only exception to this policy.

See Policy 6212 and Procedure 6212-P for more detailed information how Capital Region ESD 113 processes contracts.

ESD 113 Contract Number

All contracts, agreements, and amendments (whether generated by ESD 113 or the vendor) must be assigned a tracking number.  A unique tracking number will be auto-generated and emailed to you upon proper completion of the contract number request form. (See below for amendments.)

Processing of Contracts

Proper processing of all contract types is determined by the thresholds adopted in Procedure 6212-P.  Once contract type is determined and a unique tracking number has been assigned, process all contracts and agreements using the ESD 113 DocuSign Process Flow.

Process Flow

Service Agreements

Please note: The forms linked below are Word templates. To use them, download the file and open with Microsoft Word.

Form 6212-F4 Service Agreement or vendor provided contract

  1. Program Admin Assistant – Generate contract & process IAW policy
  2. Program Director - Signing Authority – Review & sign
  3. Business Office Contractscontracts@esd113.org – Review & initial
  4. Vendor or Purchasing Entity – Review & sign
  5. Receives a copy – Program admin assistant, vendor or entity, business office contracts

Contracts

Form 6212-F2 CR ESD 113 Provides Service, Form 6212-F3 CR ESD 113 Purchasing Service, or vendor-provided contract

  1. Program Admin Assistant – Generate contract & process IAW policy
  2. Program Director – Review & initial
  3. Business Office Director – Review & initial
  4. Vendor or purchasing entity – Review & sign
  5. ESD 113 Superintendent - Signing Authority - Review & Sign
  6. Receives a copy – Program assistant, vendor or entity, business office contracts

Independent Contractor (IC) Agreement

Form 6212-F1A – Complete Determination of Independent Contractor Status Form 6212-F1 prior to contract

  1. Program Admin Assistant – Generate contract & process IAW policy
  2. Program Director – Review & initial
  3. CFO – Review & sign
  4. Business Office Director – Review & initial
  5. Independent Contractor – Review & sign
  6. ESD 113 Superintendent - Signing Authority - Review & Sign
  7. Receives a copy – Program assistant, independent contractor, business office contracts

Ink Signature Required

If vendor contract requires an ink signature:

Step 1

  1. Program Director – Review & initial
  2. Program Admin Assistant – Contract delivered to Business Office for paper routing
  3. Business Office Director – Review & obtain ink signatures, return original to program admin assistant
  4. Program Admin Assistant – Process per instructions for return to vendor
  5. Receives a copy – Program assistant, vendor, business office contracts

Step 2

  1. Program Admin Assistant - Process fully executed contract, IAW Policy
  2. Program Director – Review & initial
  3. Business Office Contracts - Review & initial
  4. Receives a copy – Program assistant, business office contracts

Contract/Agreement Amendments

Use Form 6212-F5 Contract Amendment to document an amendment to a fully executed contract.  Process in the ESD 113 DocuSign system using the Process Flow determined by the adopted thresholds. A unique tracking number will be auto-generated and emailed to you upon proper completion of the contract amendment number request form.

Contract Routing

Adopted ESD 113 contracts have the contract routing information included at the end of each form, if applicable.  However, for vendor supplied contract complete Form 6212-F6 CR ESD 113 Contract Routing Slip with your DocuSign envelope.

Other

Request Forms

To bill a school district/agency or request an invoice, complete an Invoice Request Form and send to accountsreceivable@esd113.org.

To process a refund, complete a Refund Request and send it to purchasing@esd113.org.

Interdepartmental Charge Form

To bill or invoice another department within the ESD, use the Interdepartmental Charge Form and send to businessoffice@esd113.org.

New Program Codes

To request a new program code, complete the New Program Number Request and send to businessoffice@esd113.org.

Indirect Cost Rates

Information regarding ESD 113 Indirect Cost Rates FY 19-20 for a federal or state grant.

QMLATIV/Skyward

If you need help or training for QMLATIV, please visit the help page.

Help

For help with the forms on this page, contact the Business Office.

 

Help

Payroll/Benefits

Payroll, benefits, PAFs, time off, time tracker, calendars, ClickTime, employee access (Qmlative), time & attendance, time & effort

payroll@esd113.org

  • Debbie Leonard
  • Debbie Otos

Accounts Receivable

Money received, daily deposit, customer payments, invoicing/billing, apportionment

accountsreceivable@esd113.org

  • Connie Benavente
  • Mike May

Purchasing

Purchase orders, invoice payments, procurement cards, lease/rent, travel reimbursement, purchasing policy/procedure

purchasing@esd113.org

  • Kelly Salzer
  • Stephanie Winner

Contracts

DocuSign, contract template, contract review

contracts@esd113.org

  • Stephanie Winner
  • Keley Brewster

Program Analysis

Program portfolio reporting, monitor expenses, grant management

Grant Billing

Grant claiming, monitor expenses

Financial Reporting

Year-end processing, cost allocation, reporting, JVs, interdepartmental transfers

Budget

Budget preparation & presentation

Inventory

Asset tracking, insurance tracking