DOC E FILL INSTRUCTIONS FOR FORMS
Contents
1. attachment button and an additional window will appear where the attachments can be added Click the browse button to search for a file from the computer you had to save a copy of the timesheet as a pdf file on your computer Select the file and click open joeri Click attach file to confirm the selection Note The attachment will not upload if the attach file button is not pressed Extra Student Ratio Form elementary professional employees only o This form is already being used by employees as applicable It is completed by the employee and approved by the principal and submitted to Mitzie Reider for payment The principal must make certain that duplicate requests are not approved for payment Paper requests will not be processed Half Time Regular Sub Days professional employees only This is for half time employees that work as a substitute the other half of their workday You must submit this to the principal administrator of the school for which you are substituting If you do not see this option please contact the finance department so they can update your profile You may save draft if you have already completed any part of the form so that you can resume when your profile is updated Paper requests will not be processed o If you are substituting in a school that is not your home school you will need to change your location prior to completing this form Click on the ico2. the paper observations and the electronic evaluation is complete If all is correct it will be forwarded to the finance department for payment Ms Harris will also keep track of the requests so that duplicate payments are not processed If something is amiss it will be ll receive an email notification that a request is lete the observation evaluation Extra Curricular Evaluation Harrison County BOE First Name Last Name EVALUATED POSITIONS EVALUATOR POSITION PERFORMANCE STANDARDS Listed scale on the reverse sade of this form are indicators for the position stated above Consult these indicators and use the following when 90 100 of the indicators exceed standards the performance standard exceeds standards when 70 or more of the indicators meet or exceed standards the performance standard meets standards when 0 to 69 of the indicators meet or exceed standards the performance standard does not meet standards TOTAL PERFORMANCE Measure the total performance from the ratings given to the above indicators listed on the reverse side of this form 90 or more of performance indicators exceed standards total performance exceeds standards 70 or more of performance indicators meet or exceed standards total performance meets standards O to 69 of performance indicators rr standards neet or exceed standards total performance does not meet Commen ts Send Attachment Save Draft Cancel sent back
3. will be attached for payment group attendance payroll remittance request for stipend teacher cover planning form e Pre K Lunch Waiver service employees Employee Time Sheet service personnel only excluding bus drivers
4. DOC E FILL INSTRUCTIONS FOR FORMS TO SIGN IN GO TO THE FOLLOWING LINK https docefill harr k12 wv us Username Password ID Last 4 digits Submit Forgotten your username password User name FirstName LastName example MARY SMITH this is not case sensitive Password if this is your first time FIRSTNAME LASTNAME1234 example MARY SMITH1234 The 1234 is the last 4 digits of your employee ID the password is case sensitive ID The last 4 digits of your employee ID example Mary Smith s ID is 933001234 so ID 1234 Note There may be captcha letters that you need to type to complete the sign in overjgoks process These are case sensitive and you DO NOT put a space between the two words that are listed See example to the right C gt Cm This is list of menu icons located on the home page that will help you navigate through the software Click on the icon in the upper left corner of the screen for the items to appear Function Description Library List of all documents available to you for origination forms to be completed Documents you have saved for later editing piane if you start a form and save the draft you may complete it at a later time Received Documents sent to you from other users in the system Submitted Documents originated by you and sent to others in the system Documents archived for future referencing principals student accident Completed report Softdocs on A
5. as selected _ eo ae Harrison County BOE ACCIDENT REPORTING FORM Please fill out all Fields Completely regarding the accident Yo u mMm a y SC ro Insured down the form by Insure d Name Harrison County Board of Education Account L0217 Insure d Address P O Box 1370 Clarksburg WV 26302 1370 d ra ggi ng t h e gray School ba r School Name v School Phone School Address street address Contact Person Name Contact Person Position Person Injured I Route CORRELL MICHELLE Send Attachment Save Draft Cancel Comments 1 01 PM 4 22 2014 ME o The selected secretary will make sure all student information is completed and will forward to the principal The principal will archive the form By selecting archive and clicking on send the principal will be submitting the copy to BRIM and a copy will be automatically emailed to Ken Winkie and Steve Casto Principals will have access to completed copies of these forms in the completed file yy after it has been archived o Ifan employee is completing this form for an accident that is not at his school location i e coaching at another school the employee must change his location prior to completing the form by selecting the key icon 7 AP Approval form select employees already being used for accounts payable processing Extra Curricular Payment Form all employees o The extra curricular request for payme
6. ccess to personal documents from Doc e Scan Demand where you view your personnel and payroll information Allows changing of password archive settings email settings report settings and location Change Settings Print Allows you to print a document Help Opens the user manual in a new window Reports List of all available reports iil This is the library that has the forms that you can submit Click on this icon on the top left hand corner of your screen so that the forms will be displayed down the left side column of the screen Click on the form you wish to complete and submit A list of forms currently available is as follows You may or may not have these forms as described below If you feel that you don t have the correct menu please contact Sharon Haddix shaddix access k12 wv us e Accident Report form all employees o This form is very similar to the paper copy that is currently being used to report student visitor accidents to BRIM The person originating the form must complete the necessary information and route it to the school secretary It will route to Steve Casto if you are in the county office maintenance or transportation departments This person should appear in the route to box as illustrated below You may type comments in the comment box but they will not go to BRIM They are internal comments that you may include for the secretary or principal Click on send and it will be sent to the secretary
7. n and an ae a additional window will appear where the attachments can be g Destination Send Attachment Save Draft Cancel added Click the browse Comments button to search for a file from the computer you had to save o a copy of the receipt s as a pdf file on your computer aa Select the file and click open Click on attach file o to confirm the selection Note The attachment will not upload if the attach file button is not pressed o You do not complete the invoice field finance use only o You can select save draft at any time to leave the form and resume at a later time It will be located under your saved draft folder o Inthe drop down box below route it to your immediate supervisor or the applicable administrator as listed in the drop down box If you don t see the appropriate person listed contact the finance office The administrator will route to the next appropriate level If it requires an account code to be added the administrator may add the account in the comments box or it may be forwarded to Sharon Haddix for the account code assignment o Paper requests will not be processed Future Forms that are still being tested e Employee Leave Slips all employees O Will be used to remit copies of doctor excuses jury duty slips etc O Originator will be employee or school secretary e Payroll Authorization Form all employees O one of the following forms
8. n and select location settings Change your location to the appropriate selection to match your payment request and click on submit This will change your location for a single session Proceed with completing your form On your next login your default location will be resumed If you do not see the location contact the finance office so that they can correct your profile If you want to change your default location then check the default box and click on submit This will remain your location until you change it again Planning Period Waiver professional employees only Complete the form as required and route to your principal You must have board approval prior to submitting this form for approval to your principal and or assistant principal The finance department will not pay without board approval Paper requests will not be processed Address or Name change all employees This form should be completed for all name and address changes This form also lists the various web addresses and has links to these addresses that must also be updated with such changes Professional employees route this form directly to Mitzie Reider and service employees to Faith Lafferty for processing Click on send to complete process Paper requests will not be processed Direct Deposit Authorization all employees This form should be completed if you wish to enroll or cancel direct deposit Check the box with the red writing if you wish to cancel If y
9. nnualize your pay spread your pay over the summer if you are a 200 230 day employee You may also complete this form If you want to not elect to annualize cancel your summer checks Paper requests will not be processed e WV State Tax Form all employees This is the form you complete to change how you have your WV state taxes deducted from your paycheck Select Mitzie Reider professionals or Faith Lafferty service and select the send button Paper requests will not be processed e W4 Federal Withholding Form all employees This is the form you complete to change how your federal taxes are deducted from your paycheck Select Mitzie Reider professionals or Faith Lafferty service and select the send button Paper requests will not be processed e Travel Form all employees The form will be pre populated with your name o Complete the applicable fields Harrison County BOE sj m j a r to how you co m p ete Travel Reimbursement Form the paper copy If you have pss on J sm r e C e i pt S f O r h ot e a n d ot h e r Title in Out of County Travel must be claimed on separate fort Yes in Count Hold Check in Finance No Travel Type County i Out of County items you must attach them to Date Itemized Expenses Mile Transportation Hotel Meals Other Total the form by following the attachment directions To attach a receipt s click on the attachment butto
10. nt will also include applicable observations and evaluations to be completed _ i by the principal assistant principal This form will ess originate with the employee n ae and will be submitted to the some applicable principal pay e assistant for approval The 2 uno vn ase ie Bi aaa aa tember cfDaye employee is to check the ssi Band Director High School T a T applicable request for payment i e lunch duty 40 Band Director Middle School Input Days Per State Tournament Asst Band Director High School v 150 day Asst Band Director Middle School minutes within the body of the form and then route by clicking on the route box at the bottom and selecting the appropriate administrator shown as Regional Band Director Destination Send Attachment Save Draft Cancel Comments destination in the example and clicking send Any comments that are typed at the bottom of the screen will remain with the form and will be viewed by anyone including the employee with access to the form The name and ID will be pre populated and must originate with the employee A separate request must be completed for each extra curricular position The principal assistant principal wi pending The principal and or assistant will comp section at the bottom of the request form as required and route to Sharon Harris She will check to make sure the contract is on file and
11. ou wish to enroll complete the form with as many accounts as you need The first bank name routing and account number will be the primary account if you select more than one account or bank to send your money The remaining banks accounts will require an amount to be deposited while the remainder of your paycheck will go to your primary account Paper requests will not be processed o Ifyou would like to attach a copy of a voided check or deposit slip to verify the account number with your form click on the attachment button and an additional window will appear where the attachments can be added Click the browse button to search for a file from the computer you had to save a copy of the check as a pdf file on your computer Select the file and click open Click attach file to confirm the selection Note the attachment will not upload if the attach file button is not pressed E o Ifyou don t know how you currently have your direct deposit set up click on the icon and select Direct Deposit Authorization to view your current form on file o Ifyou want to just add to what you already have on file list the addition and note that it is an addition to what you already have on file in the comments box If you don t note that it is an addition to what you have it will replace what you already have on file Employee Payroll Schedule Election all employees This is the form that allows you to a
12. to the principal for correction and may delay payment until it is corrected Paper requests will not be processed Employees will be able to see the observations evaluations in the appropriate folder in the file icon after it has been archived by payroll E o Ifan employee is assigned to work at one location and their extra curricular contract is for another location the employee will need to change her location to match her payment request so that it will route to the appropriate administrator This can be done as follows Click on the icon and select location settings Change your location to the appropriate selection to match your payment request and click on submit This will change your location for a single session Proceed with completing your form On your next login your default location will be resumed If you do not see the location contact the finance office so that they can correct your profile If you want to change your default location then check the default box and click on submit This will remain your location until you change it again o Substitute employees will see all of the principals assistant principals listed under the route to box They must select the applicable principal administrator for the request they are completing o To submit a request for payment for after school detention please attach a timesheet with your total hours worked to the request for payment form Todo this you click on the
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