Pay

Pay Day

ESD employees are paid once per month, on the last working day of the month. Direct deposit is preferred.

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 Payroll 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

Email address changes to [email protected]. 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.

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.

Tax Deferred Annuity

Employees may elect to defer a portion of their salary or wages to pay for a qualified tax-deferred annuity. See Board Policy 5314-P for more information. To enroll, download the tax-sheltered annuity election form, complete it, and return it to [email protected].

Health Care Authority

ESD 113's health benefits are negotiated through the State of Washington Health Care Authority.  Employees pay a portion of their medical care cost through monthly payroll deduction. All employee health insurance plans and premiums include dental and vision benefits. Eligible employees have a choice of dental plans.  Eligible employees enjoy Basic Life Insurance and Basic Accidental Death and Dismemberment insurance.  Benefit eligible employees also have access to a Long Term Disability plan.

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.

Shared Leave Form
Intermittent and Shared Leave Time Report form

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.

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. Refer to the Qmlativ Expense Reimbursement guide for help with expense reimbursements.

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
  • Time Tracker
  • Expense Reimbursement
  • Employee information
  • Check history
  • W-2 forms

When you are hired you will be given an account on Employee Access. For help, contact Payroll 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
OMNIA Partners

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

  • Amazon – email [email protected] to set up account.  You can shop at Amazon from inside of Qmlativ! Go to the purchase order area within purchasing, and choose "shop online." Contact [email protected] if you need help.
  • KCDA – email [email protected] to set up account.
  • Office Depot – You can shop at Office Depot from inside of Qmlativ! Go to the purchase order area within purchasing, and choose "shop online." Contact [email protected] if you need help.

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. You may need to provide our ESD 113 W-9 form to customers.

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. See Policy 6212 and Procedures 6212-P1 ESD 113 PROVIDING SERVICES (AR) and 6212-P2 SERVICES PROVIDED TO ESD 113 (AP) for more detailed information on how Capital Region ESD 113 processes contracts.

E-SIGNATURE - DOCUSIGN

If you are processing contracts and do not have an ESD 113 DocuSign account, please contact Contracts. Once you’ve been issued an account, log in to your new account and click the question mark in the upper right-hand corner to access Help and search the DocuSign Support Center.

All contracts processed for the agency must be documented in the ESD 113 DocuSign eSignature account. For proper processing guidelines, reference the following:

6212-P2 SERVICES PROVIDED TO ESD 113 PROCESS FLOW – E-SIGNATURE REQUIREMENTS
6212-P1 ESD 113 PROVIDING SERVICES CONTRACT TYPE AND E-SIGNATURE ROUTING

Adopted ESD 113 contract forms have the internal processing information included at the end of each form. However, for a contract supplied by an outside entity, complete Form 6212-F6 CR ESD 113 Contract Routing Slip to include with your DocuSign envelope.

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.

AMENDMENTS

Form 6212-F5 Contract Amendment is available 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.

6212-P2 SERVICES PROVIDED TO ESD 113 (AP)

Services provided to Capital Region ESD 113 must be procured in conjunction with the ESD 6210-P Purchasing Procedure.
Any service that is expected to cost less than six hundred fifty dollars ($650) per fiscal year may be processed using an itemized purchase order. No formal written contractual agreement for service is required.

PERSONAL SERVICES: Rely on the unique skills and experience or technical expertise provided by a consultant to accomplish a specific study, project, task, or other work. These activities and products are mostly intellectual in nature. Consultants may be either individuals operating under a business license (independent contractor ) or a federal employer identification number (vendor). Certain personal services may require licensing or certification by state agencies, such as accounting, legal, or medical services. Examples: presenters, professional development trainers and facilitators, legal services

Personal services to be received by the ESD shall be processed using Form 6212-F3 , or vendor contract, with an ESD 113 purchase order.

PURCHASED SERVICES: Services provided by a vendor for routine, necessary, and continuing functions of the agency. Purchased services are typically repetitive or routine, support the day-to-day functions of the ESD, and involve minimal decision-making by ESD staff. Purchased services may not require a contract unless the services to be rendered require documented understandings, pose a significant liability to the ESD, or exceed the small purchasing threshold. Examples: equipment servicing, maintenance and repair, technology services

Purchased services to be received by the ESD may be processed using an itemized purchase order if under the small purchase threshold identified in Purchasing Procedures 6210-P and services to be rendered do not require documented understanding or pose a significant liability to the ESD. If a written agreement is needed use 6212-F3, or vendor contract, with an ESD 113 purchase order.

 

6212-P2 SERVICES PROVIDED TO ESD 113 PROCESS FLOW – E-SIGNATURE REQUIREMENTS

6212-P1 ESD 113 PROVIDING SERVICES (AR)

Written agreements are required to clearly communicate services to be provided to our customers by Capital Region ESD 113.

CONTRACT AGREEMENT: A written agreement between Capital Region ESD 113 and another party that is intended to have a binding obligation and be legally enforceable. Contract agreements contain the specific terms and conditions under which services are to be furnished. Effective contractual agreements provide a common understanding along with the essential terms and mutual obligations defined within the agreement that exist between the parties. Use Form 6212-F2.

GRANT: A financial award received by the agency for a specific project or body of work.

INTERLOCAL AGREEMENT: Washington State public school districts, Educational Service Districts (ESDs), and the Office of Superintendent of Public Instruction (OSPI) are considered partners in the Washington K-12 Education System. Washington State and federal law encourage and authorize the use of intergovernmental (interlocal) transactions as an economically responsible alternative to the competitive procurements process, and reflect a presumption that interlocal agreements result in the most efficient and effective use of public funds (RCW 39.34.010). RCW 39.34 authorized K-12 partners to establish interlocal agreements to enable cooperation, offer economies of scale, or improve efficiency. Use Form 6212-IA.

6212-P1 ESD 113 PROVIDING SERVICES CONTRACT TYPE AND E-SIGNATURE ROUTING

BOARD NOTIFICATION

For grants and contracts, including the aggregate value of consortiums, co-ops, or like services provided throughout our region that are over $50,000 provide a brief summary to ESD Contracts upon receipt of a fully executed agreement for board notification.

FORMS

6212-F1 Determination of Independent Contractor vs Employee Status

6212-F2 Service Agreement AR – ESD 113 Providing Services

6212-IA Interlocal Agreement – ESD 113 Providing Services

6212-F3 Service Agreement AP – Services Provided to ESD 113

Form 6212-F5 Contract Amendment

6212-F6 Contract Routing Slip

 

6212-P2 Services Provided to ESD 113 - Contracting Decision Tree

Other

Request Forms

To bill a school district/agency or request an invoice, complete an Invoice Request Form and send to [email protected].

To process a refund, complete a Refund Request and send it to [email protected].

Interdepartmental Charge Form

To bill or invoice another department within the ESD, use the Interdepartmental Charge Form and send to [email protected].

New Program Codes

To request a new program code, complete the New Program Number Request and send to [email protected].

Indirect Cost Rates

Information regarding ESD 113 Indirect Cost Rates FY 21-22 for a federal or state grant.

Information regarding ESD 113 Indirect Cost Rates FY 20-21 for a federal or state grant.

QMLATIV/Skyward

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

Account Code Book

For help with Account Coding questions, please review our Account Code Book.

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

[email protected]

  • Emily Egge
  • Debbie Otos

Accounts Receivable

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

[email protected]

  • Connie Benavente
  • Josh Thompson

Purchasing

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

[email protected]

  • Kelly Salzer
  • Stephanie Winner

Contracts

DocuSign, contract template, contract review

[email protected]

  • Stephanie Winner
  • Annette Peterson

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

QMLATIV

Qmlativ is the payroll and accounting system ESD 113 uses (Employee Access, Travel/Expense Reimbursement, etc.)