ES Expense Stipend and
ES Reimbursements
ES Expense Stipend
An
automatic monthly ES Expense stipend is paid to an ES
each month that an ES is paid for serving 10 or more active students on the
date of the payroll snapshot. The stipend is
included in your regular ES paycheck in addition to your base ES pay and will be paid for up to 10 months (August to May) for an ES
who carries active students for an entire school year. This stipend is intended
to cover regular ES mileage, a minimum cell phone plan, a supply fund {which includes
copies (not for students) and postage}, and ES technology needs.
Monthly Mileage Expense
The
monthly mileage stipend is intended to cover the travel costs incurred by the ES in
performing their regular ES job. The school offices and your group site are considered your normal place of business and, therefore,
traveling from home to either place is like any employee traveling to/from
their workplace. The monthly mileage stipend is calculated
using the formula below based on the number of active students you are being
paid to serve in that month. Each AESS student counts as one
additional student since you are required to visit them at least one
additional time each month. The stipend is paid on 25
miles per month per assigned student.
___
(# of active students) + ___ (# of AESS students) X 25 (miles/month/assigned
student) X IRS rate at the beginning of the school year.
NOTE:
The rate per mile is determined by the current
allowable IRS rate. This amount changes each year when IRS changes the
allowable rate.
Telephone Expense
The
ES Expense Stipend is intended to cover the minimum
cost of a cell phone plan for each ES who serves 10 or more students. We are
currently paying $30 per month towards this. Each ES needs to acquire a cell
phone, deciding whether or not you wish to have a minimum plan, or if you also
would like to contribute to the cell phone cost for a richer plan to include
personal usage. The choice is up to each ES, but we do expect you to have a number with voice mail so that your
students, your Advisor, and the office can reach you on any school workday.
Please enter that number in the ES Detail screen in ES Webfiles. (Until you
have entered this number, your home phone number will be used
to reach you.) We also expect that the “free minutes” will belong to your work
calls, therefore we will not reimburse for any additional calls you may make.
Remember to use the provided 800 numbers to access the IEM office, tech
support, parent support, and your ES Advisor. (See
current web phone list for numbers)
Supply Fund
A
Supply Fund stipend of $2 per
student per month is provided in the ES Expense Stipend for those
ESs serving 10 or more students. The supply fund is for ES use for “petty cash”
type expenses that come up throughout the school year (portfolio envelopes or
labels, for example), or can be saved up towards the purchase of a work tool
that you need to do your job. “Office type” copy expenses and postage are also covered by this amount. Some ESs have
chosen to use their supply funds to purchase a small copier for their home
office. This is allowed, and in that case, this stipend is
also expected to go towards maintaining the copier.
Copy Expenses for students
Copy
expenses for students are NOT covered by this stipend.
If an ES needs to make copies for education materials for students, the ES must
create a PO to an approved copy vendor. Or, if the ES
has a home copier, be sure to use a student PO to order the paper expenses.
Creating the PO debits the IF account, which is where all student educational
expenses should come from for proper accounting.
ES Technology Expense
A
stipend amount of $50 per month is provided in the ES
Expense Stipend for ES usage in supplying their home office for each ES with 10
or more students. Each ES is required to have a working, internet-compatible
computer, an HP printer (to be compatible with school programs), Microsoft
Office, and an internet connection in order to be assigned
student. The ES may choose to use this monthly stipend in any way it is needed to provide these items (new purchase, repair,
upgrade, etc). Please note, the following ISP
providers are NOT compatible with our server: AOL, Prodigy, MSN, NetZero, or
Compuserve. If an ES has one of these as their provider, they must change to a
different one in order to effectively send and receive school e-mails
(mandatory job requirement).
ES Expense Stipend Calculation
Below
is a summary of the monthly ES
Expense Stipend based on the number of active students the ES is being paid for
that month (for ESs serving 10 or more active students):
1.Calculated based on number of active students:
Mileage:
___ (# of active students) + ___ (# of AESS
students) X 25 (miles/month/assigned student) X IRS rate (see notes on this
above)
Supply
Funding: ___ (# of active students) X $2
2.
Monthly Amount per ES with 10 active students on the payroll shapshot date:
Technology: $50 Cell
phone: $30
Expense Reimbursement
The
Expense Reimbursement form and procedure is to only be used
for those expenses that are not included in the monthly ES expense stipend or
already listed on your payroll sheet as “extra duties”. (The Expense
Reimbursement form is NOT to be used for any expense incurred for students that will be
charged against your Instructional Funds account. The school does not reimburse parents or ESs for educational items
for student use. These must be ordered on a
school PO.) All items submitted on an Expense Reimbursement form do require
that an ES receive approval from the ES Support Division in advance of
incurring the expense. Such a request for prior approval must
be submitted to and approved by the ES Support Division on a Reimbursement
Approval Form (RAF). Once approval is given, the cost can
then be incurred and all appropriate receipts and other pertinent
documentation must be attached to the Receipt Submission form and submitted
along with a completed Expense Reimbursement form. (See forms for specific
instructions and mailing addresses/fax numbers.)
Mileage Reimbursement Form
Remember
to use the Mileage form only for travel to approved conferences (if funds are
available and if conference and/or mileage is
pre-approved on a RAF) or other assigned school duties (with mileage approved)
outside of the regular ES job. In order to be paid, a
RAF signed by your supervisor must be included along with the Mileage form and
the Expense Reimbursement form. Remember to submit your reimbursement requests
in a timely manner.