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Purchasing and Contracts Policies and Practices

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Purchasing and Contracts Policies and Practices

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Review agency policies and processes to procure goods or services. Introduce or share contact information of the accountant that is assigned over your section. Explain the procurement process. (RQSE, Accounting, Purchasing)

Ensure that the employee has access to the SharePoint site for procurement trainings.

If employee will be in charge of budget lines, explain the basics and reach out to Fiscal, Data, and Access Coordinator, Tami Gear (tami.gear@schools.utah.gov) to ensure that they receive calendar invites to the quarterly budget meetings.

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As a supervisor, please review this SOP for onboarding in our current hybrid work environment.

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Have the employee review the following:

Educational Equity in Schools R277-328

Educational Equity in Schools R277-328 Requirements Checklist

Internal Resource Vetting Checklist

Sharing Curricular Resources

Vetting resources for 508 compliance

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Training for Applicable Programs and Platforms

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Training for Applicable Programs and Platforms

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This references the "Program and Platform Access" tile on day one. Ensure that employee has received access and understands the basics of programs and platforms that apply to their role.

Examples include: USBE Microsoft apps, Adobe, Canvas, Utah Grants Management System, ZOOM, WebEx, DocHub, Qualtrics, Tableau, Lucid, MIDAS, UPIPS, CNP Web, Data Gateway, WestEd CALL, etc.

Show employee where data is stored and made public. Data Gateway, School Report Card, Superintendent's Annual Report, Fingertip Facts, and USBEs Public Frequently Asked Questions.

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Be sure to fill out all sections (including new office phone number.) If needed, ask support staff for help. Include list of applications and software needed for employee use.

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Support : Utah State Board of Education Employee Portal

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Schedule a date when the new hire can come to the physical office to share their I9 documentation. Before they arrive, share which documents are acceptable. This must be done before the end of their 3rd day.

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Employees must provide documentation to their employers to show their identity and authorization to work.

List A Documents

Documents that Establish Both Identity and Employment Authorization

The documents on List A show both identity and employment authorization. Employees presenting an acceptable List A document should not be asked to present any other document. Some List A documents are in fact a combination of 2 or more documents. In these cases, the documents presented together count as one List A document.

To reduce the risk of fraud and counterfeiting, USCIS redesigns the Permanent Resident Card (PRC) every three to five years. Introduction of new card designs does not mean that cards with previous designs are invalid. Both current and previous cards remain valid until the expiration date shown on the card (unless otherwise noted such as through an automatic extension of the validity period of the PRC as indicated on a Form I-797, Notice of Action, or in a Federal Register notice). USCIS began issuing its most recent redesign on January 30, 2023. Some PRCs issued after that date may still display the previous design format because USCIS uses existing card stock until supplies are depleted. These cards are also known as " Green Cards."
Current Permanent Resident Card issued on January 30, 2023: Previous Permanent Resident Card issued on May 1, 2017:
Additionally, Permanent Resident Cards issued through January 2021 may contain a USCIS-issued sticker extending its validity to the date indicated on the sticker.
Previous Version of the Permanent Resident Card with signature: Previous Version of Permanent Resident Card with notation, "Signature Waived":
See Section 7.1, Lawful Permanent Residents for when a Permanent Resident Card is considered unexpired past the "Card Expires" date.

To reduce the risk of fraud and counterfeiting, USCIS redesigns the Employment Authorization Document (EAD) card every three to five years. Introduction of new EAD designs does not mean that previous designs are invalid. Both current and previous cards remain valid until the expiration date shown on the card (unless otherwise noted such as through an automatic extension of the validity period of the EAD indicated on a Form I-797, Notice of Action, or in a Federal Register notice). See Section 5.0 Automatic Extension of Employment Authorization and/or Employment Authorization Documents EADs in Certain Circumstances. USCIS began issuing its most recent redesign on January 30, 2023. Some EADs issued after that date may still display the previous design format because USCIS uses existing card stock until supplies are depleted.
Most Recent Employment Authorization Document: Previous Employment Authorization Document:

A foreign passport must be accompanied by a Form I-94/94A Arrival-Departure Record bearing the same name as the passport and containing an endorsement of the individual's nonimmigrant status and authorization to work for a specific employer based on this status.

This document may only be used if the period of endorsement has not yet expired and the proposed employment does not conflict with any restrictions or limitations listed on Form I-94 or I-94A, Arrival-Departure Record. Note: Some individuals who present this List A document, such as certain nonimmigrant students and exchange visitors, must present additional documentation in order to prove their work authorization in the U.S.

In April 2013, Form I-94 was automated at airports and seaports. U.S. Customs and Border Protection no longer automatically provides travelers with a paper copy of Form I-94. Travelers may access Form I-94 information through the U.S. Customs and Border Protection website or may request a paper Form I-94 during the inspection process.

Passport must be presented with Form I-94 or Form I-94A showing nonimmigrant admission under the Compact of Free Association Between the U.S. and the FSM or RMI.

Receipt for a replacement of a lost, stolen, or damaged List A document.

Form I-94 issued to a lawful permanent resident that contains an I-551 stamp and a photograph of the individual.

Form I-94 with "RE" notation or refugee stamp issued to a refugee.

May be presented in lieu of a document listed above for a temporary period. For receipt validity dates, see the M-274, Section 4.4 Acceptable Receipts.

List B Documents

Documents that Establish Identity

The documents on List B establish only identity. Employees who choose to present a List B document must also present a document from List C for Section 2. Employees may present one of the following unexpired List B documents:

A driver's license can be issued by any state or territory of the United States (including the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands) or by a Canadian government authority. You may accept a driver's license if it contains a photograph or, if it does not contain a photograph, it includes identifying information such as name, date of birth, gender, height, eye color, and address.

Some states may place restrictive notations on their licenses. For Form I-9 purposes, you may accept these licenses.

An ID card can be issued by any state (including the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam, American Samoa, and the Commonwealth of the Northern Mariana Islands) or local government. You may accept an ID card if it contains a photograph or, if it does not contain a photograph, it includes identifying information, such as name, date of birth, gender, height, eye color, and address.

Some states may place restrictive notations on their ID cards. For Form I-9 purposes, you may accept these cards.

ID card issued to active-duty U.S. military personnel, selected reserve, Department of Defense civilian employees and eligible contractor personnel.

ID Card for U.S. military family members and U.S. military retirees.

Example images not available.
10. School record or report card

11. Clinic, doctor, or hospital record

12. Day-care or nursery school record

Receipt for a replacement of a lost, stolen, or damaged List B document may be presented in lieu of a document listed above for a temporary period.

For receipt validity dates, see the M-274, Section 4.4 Acceptable Receipts.

List C Documents

Documents that Establish Employment Authorization

Employees who choose to present a List C document must also provide a document from List B, evidence of identity, for Section 2.

Employees may present one of the following unexpired List C documents:

U.S. Social Security account number card that is unrestricted. A laminated card is acceptable. A card that includes any of the following restrictive wording is not an acceptable List C document:

1. NOT VALID FOR EMPLOYMENT

2. VALID FOR WORK ONLY WITH INS AUTHORIZATION

3. VALID FOR WORK ONLY WITH DHS AUTHORIZATION

These documents may vary in color and paper used. All will include a raised seal of the office that issued the document, and may contain a watermark and raised printing.
F-545, Certification of Birth Abroad, issued by the U.S. Department of State DS-1350, Certification of Report of Birth, issued by the U.S. Department of State FS-240, Consular Report of Birth Abroad, issued by the U.S. Department of State

You may only accept an original or certified copy of a birth certificate issued by a state, county, municipal authority, or outlying possession of the United States that bears an official seal. Versions will vary by state and year of birth.

You may only accept a Puerto Rico birth certificate issued on or after July 1, 2010.
Birth Certificate

INS issued Forms I-179 to U.S. citizens who are residents of the United States. This card does not contain an expiration date, and is valid indefinitely.
Form I-179, Identification Card for Use of Resident Citizen in the United States

Some employment authorization documents issued by DHS include but are not limited to:

An unexpired Form I-327, Reentry Permit,

A Form I-797 issued to a conditional resident may be an acceptable List C document in combination with an expired Form I-551.

The Form I-9 contact center can assist with questions on DHS-issued documents.

Receipt for a replacement of a lost, stolen, or damaged List C document may be presented in lieu of a document listed above for a temporary period.

For receipt validity dates, see the M-274, Section 4.4 Acceptable Receipts.

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Employees must provide documentation to their employers to show their identity and authorization to work.

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Order new computer, keyboard, and screens through Yuriko Murakami (Student Support) or the Admin. Assistant (Child Nutrition). If this is a new position, contact your Fiscal Coordinator about which budget codes need to be used.

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Ask employee to share a bio and a picture with support staff admin. They will then pass the information along and prepare it to be shared with the department.

Student Support or SpEd: sydney.tesch@schools.utah.gov
Child Nutrition: tierra.roetto@schools.utah.gov

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If applicable, identify cubicle or office space. Order new name plate for the cubicle or office and the in/out board.

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If the employee will participate, contact Stephanie Ward (Student Support) or immediate supervisor (Child Nutrition) with the employees name and if the approximate month they would like to begin.

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Scan documents (front and back, in color) provided by new employee and input them into the system in section 2. The coordinator will need to electronically sign verifying the legitimacy of the documents provided. This needs to be done within the first 3 days of the employees hire.

"Employers or their authorized representative must complete Section 2 by examining evidence of identity and employment authorization within 3 business days of the employee's first day of employment."

**The person who will accept the documents will need to be set up in the system, (U.S. Citizenship and Immigration Services Website) to approve and submit; notifying HR.**

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Give new employee a tour of the building including; break rooms, kitchen areas, restrooms, stair wells, ID badge rules, board rooms, front office staff, tour of co-workers cubicles, and Leah's office.

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Introduce the new employee to their cubicle or office and their team members' work spaces.

Contact Yuriko Murakami (yuriko.murakmi@schools.utah.gov) to order a name plate. Contact Syd Tesch (sydney.tesch@schools.utah.gov) to add name to white board.

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Using the ticket created before hire, ensure that the new employee has a scheduled time to pick up their computer from the IT department.
Then, help the new employee locate 2 monitors, a keyboard, and docking station. Have the employee fill out this form in order to keep track of equipment.

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The supervisor will put in a separate ticket for IT to download apps and software for the new employee.

Ensure that the needed apps are requested e.g., USBE Microsoft Apps, Adobe, Canvas, Utah Grants Management System, ZOOM, WebEx, DocHub, Qualtrics, Tableau, Lucid, MIDAS, UPIPS, CNP Web, Data Gateway, WestEd CALL etc., and the correct drives are accessible on their computer.

Setup their computer to print. (Printer code 2502 or 02119.)

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Ensure board introduction is scheduled through HR.

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Follow the link to the website, invite the employee to read, study, and bookmark on their computers.

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Americans with Disabilities (ADA) Statement

The Utah State Board of Education (USBE) is committed to making schools.utah.gov compliant with the Americans with Disabilities Act (ADA). At this time we recognize that not all areas of our website are ADA compliant. We are currently in the process of redesigning and creating new website content to be compliant with the W3C Level Two guidelines.

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Walk employee through common websites and application used to bookmark on their computer. Examples include: Employee Gateway/ESS, Helpdesk, Office 365, CivicClerk, Lucid Chart,  USBE Policy on Canvas, Google drive,

Be sure that the employee has received invitations and been added to all network drives, google drive folders, and Microsoft Teams that are applicable.

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Complete "USBE Onboarding Canvas Course"

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Complete "USBE Onboarding Canvas Course"

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Check with the employee to ensure that they are working through the following DHRM trainings.

-Driver Training Program
-Security Awareness
-Ethics Training
-Successful Teleworking
-Respect in the Workplace

These two are for supervisors only:
-Respect in the Workplace for Supervisors
-Managing Teleworkers

When the drivers training has been completed, the new employee will send the certificate to Cammy Wilcox (cammy.wilcox@schools.utah.gov) to receive their driver ID number.

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The Utah Division of Human Resource Management is committed to promoting and supporting the professional development of the state’s managers and leaders. To help fulfill this commitment, DHRM offers several…

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Review the following policies and procedures with the employee: office schedule, work schedule, flex time versus comp time, late arrival, unanticipated closure, surge days (Senate Bill 15) lunch, work plan approval docs, building access and parking (what to do after hours, telework and telecommute, emergency information, healthy Utah, leave without pay, out of office coverage (phone, email.)

Employee will sign the following forms and send to their coordinator as they apply: Student Support Work Schedules, Remote Work Agreement Form, and Exercise Release Time.

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Review Remote Work Policy 4-15 with employee.

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Please have the employee review this remote work SOP.

Remember the following:
-Employee's cannot care for dependents when remote working
-Cameras should be on during meetings

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If necessary, review the procedure from transitioning from part time to full time or vice versa.

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Show employee where they can find information about their benefits. HR will email benefits and a brief orientation and training to new employees.

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Explain all uses ESS. (payroll, time card, training, DHRM resources, set up for notifications, etc.)

DHRM Payroll Schedules

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The Employee Self Serve (ESS) system is the time entry site for state employees. This system allows you to: Enter Time (worked and leave time) Approve time (supervisors only) Add or update direct deposit accounts/amounts View and certify your leave balances View and print your pay statement View and print your W2 Update your W4 Tax Witholdings Connect to ESS Now

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The Employee Self Serve (ESS) system is the time entry site for state employees.

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Explain how the employee can access their timecard in ESS.

Show employee where to access pay statements and leave balances. Explain Timecard and leave entries, specifically T, TW, S, A, OA as well as coding. For help with coding, contact your fiscal coordinator.

Explain the process of using leave and earning leave in the same period. Discuss what is possible versus what is not.

If necessary, explain how to set up multi-budget templates.

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Scheduling Mtgs., Rooms, and Motor Pool Vehicles

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Scheduling Mtgs., Rooms, and Motor Pool Vehicles

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Discuss how to reserve rooms (conferencerooms@schools.utah.gov) and USBE fleet vehicles (vehicles@schools.utah.gov) To view availability of rooms, help employee add room calendar to outlook.

Discuss bump policies for both rooms and cars (boardroom, legislative sessions, days vehicles may not be reserved (1st Friday of each month).

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Ensure that the employee understands the process of reserving a vehicle.

Have employee review this SOP for "In State Vehicle Usage."

Explain gas card pin information and rules for filling up agency cars with gas.

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Explain our naming conventions procedure to new employee.

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Explain the relativity of Congress, Utah State Legislature, State Administrative Rules, USBE Internal Policies, and Board Rules to the employees new position.

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Walk through expectations, contacts, processes/cycles, gift disclosures, conflict of interest, code of conduct, code of ethics, professional relationships, performance measurements, and business cases

Have employee review the following SOPs:

General Legislative Interactions SOP

Legislative Committee Presentations and Testimony SOP

Legislative Internal Bill Tracking SOP

Legislative Reports SOP

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Have the employee watch this 30 minute video titled, "USBE Legislative Session Overview." The following are included in the video:

-What a typical session looks like

-How a bill becomes a law

-How to read a bill

-Personal bill tracking through the Legislative website

-How to participate in a virtual committee meeting

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Explain the agencies philosophy on professional learning.

Help the employee understand the priority determination and approval process. Show the employee the updated membership and conference spreadsheet.

Reach out to Stephanie Ward (stephanie.ward@schools.utah.gov) to sign the new employee up for productive power.

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FINET Access and Training for Support Staff and Leaders

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FINET Access and Training for Support Staff and Leaders

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If you are a support staff or have a leadership position, please request access to FINET from Brian Ross (brian.ross@schools.utah.gov)

The new employee will fill out a form and create a username and password for the FINET system.

Ensure that employee has completed the FINET online training.

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Explain personally identifiable information (PII.) Discuss employee responsibilities, GRAMA requests, and secure data sharing.

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Ensure that the employee has received, started, and completed the Knowbe4 and IT Security Awareness Training. If the employee has not already completed and signed the Home Use of USBE Computer Equipment Form (Day 1), ensure that this is done.

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Reiterate the common leave types (annual, sick, comp, flex, holiday.) Discuss work injury leave, unpaid leave, military leave, and submitting a leave request.

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Review equipment and vehicle checkout reservation, rental cars, and out of state reminders. Explain the "Vehicle Special Use Form" and the "Per-Diem and Reimbursement Form."

Have the employee review the In State Vehicle Use SOP.

Go over in and out of state travel policies and processes. Have employee review the USBE Travel Guide.

Have the employee create their state travel profile. (For questions with the state travel profile, reach out to Shaunna Ford, shaunna.ford@schools.utah.gov.)

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Ensure that the employee understands the processes for in state travel.

Each executive secretary is the first contact for in state travel.

Each travel scenario varies and requires different levels of information and collaboration. Please ensure that the employee understands the importance of communication during the travel process.

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Ensure that the employee understands the processes for Out-of-State travel. The first contact is Kellie Brimhall (kellie.brimhall@schools.utah.gov) and/or Melissa Harrington (melissa.harrington@schools.utah.gov)

Have employee review this SOP, "Planning for Out-of-State Travel."

Each travel scenario varies and requires different levels of information and collaboration. Please ensure that the employee understands the importance of communication during the travel process.

Because out of state travel requires many levels of approval, it is imperative that the employee notifies Kellie and/or Melissa as soon as they are aware of the travel. Out of state travel must be submitted and approved 45 days PRIOR to travel.

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Have the employee review the following policies:

Code of Ethics and Conduct

Workplace Harassment and Discrimination Prevention

Title IX

Intellectual Property

Ensure that employee has received agency mandated virtual backgrounds and review meeting etiquette. Review dress code policy. Explain social media etiquette.

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Explain importance of 508 compliance. Discuss how to create a document that is compliant from its inception.

Section 508 Training on Required Color Contrast

Ensure that the employee understands the process of submitting documents to be published on USBE's official website.

Contact to Jennie DeFriez (jennie.defriez@schools.utah.gov) to sign the employee up for the 508 Compliance Canvas Course.

For technical assistance and coaching, contact Angela Toscano (angela.toscano@schools.utah.gov).

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Explain purpose of SOPs and share link to agency website. Go over SOP template and ensure that employee understands that they will most likely be creating an SOP as a part of their UPM goals.

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Explain the relationship between all used applications in Office 365. For example; Microsoft Teams, Outlook, OneDrive, SharePoint, Word, Excel, PowerPoint etc.

Explain the usage of the applications to the new employee.

Be sure that the employee has received and/or requested access to all teams, documents, etc.

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The Employee Brochure is a simple document that employees can read through and reference.

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Employee can review agency wide org chart with this link.

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Employee will send their name and job title to support staff admin. Support staff will submit the form to update the agency wide org chart.

Student Support/SpEd: (sydney.tesch@schools.utah.gov)
Child Nutrition: (tierra.roetto@schools.utah.gov)

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Qualtrics Survey | Qualtrics Experience Management

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The most powerful, simple and trusted way to gather experience data. Start your journey to experience management and try a free account today.

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Review the relationship that employees have to the board. Discuss board meeting practices and procedures to set the employee up for success. If applicable, have employee watch the most recent board meeting on Youtube for further understanding.

Review the SOP below.

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This is the official YouTube channel for the Utah State Board of Education

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Teach the employee how to navigate their calendars. Show them where the calendar permissions are and have them "share all details."

Ensure that the employee is added/invited to all meetings necessary. Contact your support staff for help with this task.

Ensure that the employee receives the USBE Zoom Backgrounds to set up on their video applications.

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Explain the Employee Action Committee (EAC) and mention the events that happen throughout the year. (Book club, food truck day, blood drives, holiday parties, etc.)

Explain the Peer to Peer nomination process with the employee.
Peer to Peer (P2P) Form

Explain the Employee of the Month nomination process with the employee
Employee of the Month (EoM) Form

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Utah Performance Management (UPM) System and Goals

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Utah Performance Management (UPM) System and Goals

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Explain the UPM system to the new employee and schedule a time to meet within 30 days to set goals.

The following documents need to be read, signed and saved in employee's file/UPM as applicable:  Exercise Release Form, Alternative Work Schedule Agreement Form, and Remote Work Agreement Form, and the Teleworking training completion if applicable.

**The UPM Plan must be in place within 30 days of hire**

Review UPM system with new employee and develop UPM goals together.

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Emergency exit plan: if an alarm goes off, please go to the nearest exit and meet in the parking lot.

First aid kits and AED kits are in the breakrooms on each floor. They are updated by Cammy Wilcox.

Ensure that the employee understands the following:
-If a staff member is leaving the building after 6pm, they need to use their key card to scan inside the building before exiting in order to have the alarm turn off.
-If an employee knows that they will be staying past 6pm, they need to notify Cammy Wilcox and Leah Voorhies to request 24 hour access.
-The agency cars have 24 hour roadside assistance with the information in the vehicle.

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Employee will schedule a meeting with Stephanie Ward (stephanie.ward@schools.utah.gov) to review all budget processes.

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Link the professional learning and training request portal. Help the employee understand how to navigate the portal.

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Send the email with the following attachments:

-Building Access Form
-0417-Working Remotely
-0145-Work Schedule

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Legislative Committee Presentations and Testimony SOP

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Legislative Committee Presentations and Testimony SOP