misc

Timesheets

- Staff must edit their own timesheets
- Review timesheets weekly to ensure staff are clocking in and out. If they are missing times, contact them and ask them to edit their timesheet.
- Remind staff of expectation to clock in and out daily. Some staff may need to set an alarm for them to remember.

(When I Work timesheet processing instructions coming soon!)

Credit Card

- - Receipts- Take pictures of receipts immediately and upload the picture to your VISA Spend Clarity app.
  - Code each transaction- Purchases should be available for coding 3-5 days from the purchase date. Stay up on coding as it's easy to get behind in busy seasons.
  - Set a reoccurring calendar reminder at the end of each month to check and code purchases.
  - Due by the 3rd of each month, have all purchases coded with the photo of the receipt attached. Tell Steph when your purchases are all processed/complete.
  - Only store to not use your credit card is Office Depot. CARD has an account that gets us a discount.

Amazon

STEP 1: Choose the correct group for ordering. Click Choose this group once selected.

STEP 2: Enter your description. Most of the time this will be ASP or Camps followed by Supplies, and then your description.

STEP 3: Enter your name under recipient name. This lets the front desk know who the package is for when it is delivered. Click Use this Address once you have added your name.

STEP 4: This will be selected for you, but it should default to Pay by Invoice. Click use this payment method.

STEP 5: Select shipping to the soonest available time included for Prime free delivery.

You will receive an email once your order has been submitted. Supervisors may need to make purchases for orders that exceed the allotted amounts for Coordinators.

Accident/Incident Reports

As a Coordinator, you will need to guide staff to complete this report when you become aware of accidents or incidents that may have later repercussions. Forms must be submitted on the same day of the occurrence.

- Accidents are when a person sustains bodily injury including pain, swelling, broken bones, chipped tooth, gushing wound, bee sting, etc.
- Incidents are when unusual occurrences arise such as damage to property, vandalism, theft, vehicle incident, fights/violent behavior, water rescue, unsafe acts including participants running away.

If a child sustains an injury that involved the head or possible broken bone, call a parent immediately so they can make the choice to pick up.

This is an internal form to be completed by employees and is not to be copied or distributed.

Youth Programs Policies

Youth Programs Policies can be found on our website at www.chicorec.gov/forms-and-parent-resources.

Coordinators must be aware of and enforce the policies.

Please select your department to continue.

After school program

other departments coming soon...

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