Human Resources Policies

Name(Required)

First Last

WVAC Email Address(Required)

Please use the same email address you use for Salesforce

LOA’s/LEAVES OF ABSENCE(Required)

POLICY: Leave Of Absence

REVISION DATE: 6/30/22

SYSTEM: QuickBooks Time

FREQUENCY: As Needed

OWNER: All Employees

PROCEDURE STEPS/POLICY: Bereavement Leave Each employee will be granted up to 5 days paid leave upon the death of an immediate family member, defined: Immediate Family Member means a child, stepchild, grandchild, parent, stepparent, grandparent, spouse, sibling, mother-in-law, father-in-law, son-in-law, daughter-inlaw, brother-in-law, or sister-in-law, including adoptive relationships, of a natural person referred to herein. For a death outside of the immediate family, the employee must use vacation or personal leave time.

Jury Duty Leave If you are selected for jury duty, you must provide a copy of your jury summons to your supervisor. Time taken for jury duty is granted on a paid basis.

Military Leave Employees called to active military duty, military reserve or National Guard service may be eligible to receive time off under the Uniformed Services Employment and Reemployment Rights Act of 1994. To be eligible for a leave of absence, you must provide notice and a copy of your report orders to your immediate supervisor. Military leave is granted on an unpaid basis. Upon return with an honorable discharge, you may be entitled to reinstatement and any applicable job benefits they would have received if present, to the extent provided by law.

Personal Leave Beyond sick leave allotment and vacation time, if there is a situation that requires additional time away on a partial or full basis, please talk with your supervisor to see what options might be available to support you and maintain our mission. Leave of absences that are granted are unpaid and will not be considered until an employee has exhausted all appropriate accrued leave balances. Continuation of employee benefits during a leave of absence will be addressed on an individual basis, as required by law.

RESOURCES: QuickBooks Time:
https://tsheets.intuit.com/#w_time_off_requests

I have read and agree to the conditions set forth in the policy.

TUITION REIMBURSEMENT(Required)

POLICY: Tuition Reimbursement

REVISION DATE: 7/1/2022

SYSTEM: Salesforce

FREQUENCY: As Needed

OWNER: Any Employee taking advantage of Tuition Reimbursement

PROCEDURE STEPS/POLICY: West Valley Arts will administer the tuition reimbursement program for eligible employees subject to available funding.

To be eligible for tuition reimbursement, an employee must:
a. Be a full-time employee in good standing and have completed their probationary
period (if applicable).
b. Be enrolled in an educational institution accredited by one of the national or
regional accreditation councils recognized by U.S. Department of Education -
http://ope.ed.gov/accreditation/Search.aspx
c. Pursue a degree, course, or certification in a field relevant to a position WVAC
utilizes in business operations.
d. Submit the course approval form to the Executive Director no sooner than 60
calendar days before beginning the course or no later than 60 calendar days
after course completion.
e. Funds for this program are for tuition expenses actually incurred by the
employee. Any financial assistance (monies received through grants or
scholarships) should be deducted from the employee’s tuition reimbursement
amount.
f. Courses should be taken outside of work hours. However, upon Executive
Director approval, employees may be granted the ability to use no more than two
hours of work time each work week to attend courses in-person that are
scheduled during work hours.
g. Any requests for flexible work schedules must also be approved by supervisors.
h. Homework is not allowed to be done during work time, unless granted by the
Executive Director during any approved down-time.
i. Classes must be completed. Audits, incompletes, and withdrawals are not
eligible for reimbursement. Any grade of “C-” or below, including fail, is not
eligible for reimbursement.

Acceptance or Denial
a. Executive Director must review and approve requests for tuition reimbursement.
Approval is contingent upon satisfactory job performance and availability of
WVAC funds.
b. The Executive Director will notify the applicant of approval or denial within three
weeks of receiving the Course Approval Form.

Reimbursement Guidelines
a. Subject to department approval and availability of funds, an employee will receive 100% reimbursement up to $1,500 for tuition, fees (excluding late fees) for approved coursework and books per calendar year.
b. An employee must submit a report of grades indicating a “C” or higher for each course, or other evidence of satisfactory completion.
c. An employee must submit a receipt showing proof of payment.
d. College Level Examination Program (CLEP) will be treated the same as tuition.
e. Employees approved for tuition reimbursement will be required to sign an agreement that will include repayment terms and conditions.
f. If an employee receives an overpayment for their tuition, they will be required to reimburse WVAC.
g. Any claim in error can be collected by WVAC.
h. An intentional failure to abide by these rules will be reported to the fraud, waste, and abuse committee.
i. Employees who leave WVAC for any reason except layoff or termination within one (1) year of receiving tuition reimbursement are required to repay the total amount of tuition reimbursement received in the last 12 months of employment. Such repayment amounts due may be deducted from the employee’s paycheck
j. or employee may pay WVAC within 30 days from last day of employment. If not paid within 30 days, the employee will be sent to collection.

Exclusions
a. Employees are not eligible for tuition reimbursement while on leave-without-pay status. b. Training or courses required and paid for WVAC are not covered under this program. c. Other educational costs such as transportation and room and board are the responsibility of the employee. d. Unless approved by the Executive Director, test or exam fees are the responsibility of the employee. e. Employees may not be reimbursed for tuition paid by another financial grant or scholarship.

RESOURCES: Submitting Expense Policy

I have read and agree to the conditions set forth in the policy.

SUBMITTING EXPENSE POLICY(Required)

PROCESS: Expenses
- Gallery
- Reimbursement
- Office Supplies
- Programs
- Misc.

REVISION DATE: 6/29/22

SYSTEM: Salesforce

FREQUENCY: Within 24 hours of purchasing

OWNER: ALL Employees/Board Members (Exempt & Non Exempt)

PROCEDURE STEPS: 1. Make purchase & keep itemized receipt
2. Log into Salesforce
3. Click on Expenses Tab
4. Create NEW expense (upper right hand)
5. Fill in required fields for the INFORMATION & EXPENSE DESCRIPTION AND AGREEMENT sections (Be as SPECIFIC as possible with details)
6. Click SAVE or SAVE AND NEW
- If you clicked SAVE: proceed to step 7. (Your Expense has been saved and you will be auto re routed to Salesforces Expense landing page)
- If you clicked SAVE AND NEW proceed to step 8. (Your Expense has been saved and you will be auto re routed to enter another Expense)
7. Upload your Receipt document (upper right). You may upload using Upload File BUTTON or click and drag the document
- PDF formatting required
8. Follow Steps 1 - 6

ADDITIONAL FUNCTIONALITIES: (Must Save Expense to use these additional functionalities)

1. Edit Functionality:
- Click checkbox to the left of your entered and saved expense
- Click EDIT
- Make your necessary edits
- Click SAVE
2. Delete Functionality:
- Click checkbox to the left of your entered and saved expense
- Click Delete (a pop up will appear that asks “Are you sure that you want to delete this expense?”
- Click Delete or Cancel (delete will remove your entered expense permanently. Cancel will allow your expense to stay in the expense tab to be reviewed approved or denied)

3. Change Owner Functionality: (you can assign your Expense to a specific person. By default, all expenses will be approved by Michael Denson)
- Click checkbox to the left of your entered and saved expense
- Click Change Owner (upper right hand corner)
- Select who you would like to reassign the expense to in the provided drop down menu
- Click Submit or Cancel (submit will reassign your expense for approval or denial. Cancel will cancel the request and keep the Expense assigned to Michael Denson)

RESOURCES: Salesforce:
https://westvalleyartscouncil.lightning.force.com/lightning/page/home

Dashlane:
chrome-extension://fdjamakpfbbddfjaooikfcpapjohcfmg/credentials

I have read and agree to the conditions set forth in the policy.

MILEAGE REIMBURSEMENT(Required)

POLICY: Mileage Reimbursement

REVISION DATE: 7/20/2022

SYSTEM: Salesforce

FREQUENCY: As Needed

OWNER: All Employees

PROCEDURE STEPS/POLICY: 1. Track mileage & fill out form (follow steps below)
2. Log into Salesforce
3. Click on Expenses Tab
4. Create NEW expense (upper right hand)
5. Fill in required fields for the INFORMATION & EXPENSE DESCRIPTION AND AGREEMENT sections (Be as SPECIFIC as possible with details)
6. Click SAVE or SAVE AND NEW
- If you clicked SAVE: proceed to step 7. (Your Expense has been saved and you will be auto re routed to Salesforces Expense landing page)
- If you clicked SAVE AND NEW proceed to step 8. (Your Expense has been saved and you will be auto re routed to enter another Expense)
7. Upload your Receipt document (upper right). You may upload using Upload File BUTTON or click and drag the document
- PDF formatting required
8. Follow Steps 1 - 6

ADDITIONAL FUNCTIONALITIES: (Must Save Expense to use these additional functionalities)

1. Edit Functionality:
- Click checkbox to the left of your entered and saved expense
- Click EDIT
- Make your necessary edits
- Click SAVE
2. Delete Functionality:
- Click checkbox to the left of your entered and saved expense
- Click Delete (a pop up will appear that asks “Are you sure that you want to delete this expense?”
- Click Delete or Cancel (delete will remove your entered expense permanently. Cancel will allow your expense to stay in the expense tab to be reviewed approved or denied)

3. Change Owner Functionality: (you can assign your Expense to a specific person. By default, all expenses will be approved by Michael Denson)
- Click checkbox to the left of your entered and saved expense
- Click Change Owner (upper right hand corner)
- Select who you would like to reassign the expense to in the provided drop down menu
- Click Submit or Cancel (submit will reassign your expense for approval or denial. Cancel will cancel the request and keep the Expense assigned to Michael Denson)

RESOURCES: Submitting Expense Policy

I have read and agree to the conditions set forth in the policy.

Email

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Download HR Policy Here