< back to welcome page 1 Recruitment 2 Eligibility 3 Selection 4 Enrollment 5 Receiving (or Providing) Services 6 Transition 7 Admin/Operations

7.3Fiscal
7.3.1Fiscal Policies 7.3.2Payroll
7.3.2.1Payroll Calendar 7.3.2.2Pay Card 7.3.2.3Payroll Adjustment 7.3.2.4PTO Cash Out 7.3.2.5Direct Deposit 7.3.2.6Pay Stubs 7.3.2.7Year End Tax Forms 7.3.2.8W4
7.3.3Accounts Payable
7.3.3.1Center Codes 7.3.3.3Employee Mileage
7.3.4Purchasing
7.3.4.1Purchase Requisition/Check Request 7.3.4.2Packing Slip 7.3.4.3Capital Assets 7.3.4.4Grocery Store Accounts
7.3.5In Kind

7.4Facilities Maintenance
7.4.1Maintenance/Inventory Request in FMX 7.4.2Material Safety Data Sheets (MSDS)

7.5Human Resources
7.5.1Personnel Policies and Procedures
7.5.1.1Job Descriptions 7.5.1.2Performance Evaluations 7.5.1.3Education Requirements & Resources 7.5.1.4Wage Increases 7.5.1.5Workplace Violence Prevention Plan
7.5.2Employee Supervision
7.5.2.1What is Supervision 7.5.2.2Foundation for Leadership 7.5.2.3Tools for Effective Supervision 7.5.2.3.1Performance Management 7.5.2.3.21:1 Practice 7.5.2.3.4Conducting Performance Evaluations 7.5.2.3.5Disciplinary Action Overview 7.5.2.3.6Conducting Disciplinary Action 7.5.2.3.7Levels of Disciplinary Action 7.5.2.3.8Documenting Disciplinary Action 7.5.2.4Harassment and Discrimination 7.5.2.4.1Retaliation 7.5.2.5Supervision Training 7.5.2.6Viewing an Employee Record in Paycom
7.5.3Benefits
7.5.3.1Medical, Dental, Vision, Telemedicine & Life Insurance 7.5.3.1.1Benefits Enrollment 7.5.3.1.2HSA Enrollment 7.5.3.1.3Benefits Advocacy Team (BAT) 7.5.3.1.4Accessing Benefit ID Cards and Online Portals 7.5.3.1.5Employee Assistance Program (EAP) 7.5.3.2401(k) Retirement Plan 7.5.3.2.1401(k) Eligibility 7.5.3.2.2401(k) Enrollment 7.5.3.2.3401(k) Changes 7.5.3.3Employee Referral Program 7.5.3.4Education Stipend 7.5.3.5Employee Retention Bonus 2024/2025 7.5.3.8Employee Waitlist Incentive
7.5.4Time and Attendance
7.5.4.1Meal Waiver – Employee Shift Six Hours or Less 7.5.4.2Meal Waiver – 10-12 hours 7.5.4.3Employee Late/Missed Meal Break 7.5.4.4On-Duty Meal Period Waiver
7.5.5Safety
7.5.5.1Work-Related Injuries/Illnesses 7.5.5.2Workers’ Compensation Nurse Triage 7.5.5.3Workers’ Compensation In-Person Treatment 7.5.6.1Shasta Head Start COVID-19 Mitigation Policy
7.5.9Miscellaneous HR
7.5.9.1Child Development Permits 7.5.10Sub Line
7.5.11Volunteers 7.5.12Reduced Schedule

7.7Information Technology
7.7.1Copiers 7.7.2Mango Sign Request 7.7.3Social Media Posting Request

7.9Other Administrative
7.9.1Travel and Per Diem 7.9.2Ordering Business Cards
8 ChildPlus 9 Learning Paths

7.3.4.1


Purchase Requisition/Check Request

All Head Start expenses must be allowable and have prior approval.

See Fiscal Policies section 1.06 and 2.01 for more information.

All purchases (except food purchases) must be initiated using a Purchase Requisition/Check Request.

Food purchases can be made after the area manager, head teacher, or site supervisor has approved a shopping list.  The approved shopping list must be signed by the area manager and submitted with the store receipt to accounts payable coordinator immediately following the purchase.

Purchase Requisition/Check Request Instructions

A Purchase Requisition/Check Request is a manual prenumbered form available at the centers or admin office.

Requestor

  1. Determine the type of request and circle at the top of the form.
    1. A purchase requisition is used to authorize the purchasing agent to purchase the item requested
    2. A check request is an authorization for an employee to purchase an item and then later be reimbursed by the Accounting Coordinator
  1. Fill in the fields labeled Center Name (Center Codes), Date of Request, Date Needed, Requestor Name, Vendor Name (check payable to), Item Number, Description, Quantity, Unit Price (do not include sales tax or freight) and Comments (If applicable). Do not fill in the Total Price
  2. Detach the GOLDENROD copy
  3. Attach supporting documentation (receipt, quote, print screen of item) to the Purchase Requisition/Check Request. Original receipts are required for any expense reimbursements
  4. Submit Purchase Requisition/Check Request to Manager for approval

Manager

  1. Review the Purchase Requisition/Check Request to verify it is allowable
  2. Sign and Date Purchase Requisition/Check Request
  3. Get Ed Department approval if applicable. (Classroom materials)
  4. Get Director approval if over $500
  5. Detach the PINK copy
  6. Submit complete Purchase Requisition/Check Request to fiscal for processing

 Director

  1. Review the Purchase Requisition/Check Request to verify it is allowable
  2. Sign and Date Purchase Requisition/Check Request
  3. All purchases and contracts not budgeted over $25,000 must be approved by the Board Chair
  4. Submit complete Purchase Requisition/Check Request to fiscal for processing

Incomplete Purchase Requisition/Check Requests will be returned to the requestor for correction.

Resources