ES Expense Stipend and ES Reimbursements

ES Expense Stipends

An automatic monthly ES Expense stipend is paid to an ES each month that an ES is paid for serving 10 or more active students. The stipend is included in your regular ES paycheck in addition to your base ES pay and will be paid for up to 10 months for an ES who carries active students for an entire school year. This stipend is intended to cover regular ES mileage, a minimum cell phone plan, a supplies fund {which includes copies (not for students), postage, and ES technology needs. See descriptions below.

Monthly Mileage Expense. The monthly mileage stipend is intended to cover the travel costs incurred by the ES in performing their regular ES job, including weekly student meetings. The LVCA school offices and your ES group meeting or regular training sites are considered your normal places of business and, therefore, traveling from home to these places is like any employee traveling to/from their workplace. The monthly mileage stipend is $500 for 22-27 students, $350 for 16-21 students and $250 for 10-15 students.

Telephone Expense. The ES Expense Stipend is intended to cover the minimum cost of a cell phone plan for each ES who serves 10 or more students. We are currently paying $30 per month towards this. Each ES needs to acquire a cell phone, deciding whether or not you wish to have a minimum plan, or if you also would like to contribute to the cell phone cost for a richer plan to include personal usage. The choice is up to each ES, but we do expect you to have a number with voice mail so that your students, your Advisor, and the office can reach you on any school workday. Please enter that number with the LVCA office manager at 760-248-6800. (Until you have entered this number, your home phone number will be used to reach you.) We also expect that the “free minutes” will belong to your work calls, therefore we will not reimburse for any additional calls you may make beyond your allotted plan minutes.

Supply Fund. A Supply Fund stipend of $2 per student per month is provided in the ES Expense Stipend for those ESs serving 10 or more students. The supply fund is for ES use for “petty cash” type expenses that come up throughout the school year (envelopes or labels, for example), or can be saved up towards the purchase of a work tool that you need to do your job. “Office type” copy expenses and postage are also covered by this amount. Some ESs have chosen to use their supply funds to purchase a small copier for their home office. This is allowed, and in that case, this stipend is also expected to go towards maintaining the copier.

Copy Expenses for students. Copy expenses for students are NOT covered by this stipend. If an ES needs to make copies for education materials for students, the ES must email the request to the LVCA office manager at lvca@lvsd.k12.ca.us

ES Technology and Office Supplies Expense. A stipend amount of $50 per month is provided in the ES Expense Stipend for ES usage in supplying their home office for each ES with 10 or more students. The ES may choose to use this monthly stipend in any way it is needed.

Expense Reimbursement

The Expense Reimbursement form and procedure is to only be used for those expenses that are not included in the monthly ES expense stipends or already listed on your payroll sheet as “extra duties”. (The Expense Reimbursement form is NOT to be used for any expense incurred for student. The school does not reimburse parents or ESs for educational items for student use.) All items submitted on an Expense Reimbursement form do require that an ES receive approval from the LVCA Director in advance of incurring the expense. Such a request for prior approval must be submitted to and approved on a Reimbursement Approval Form (RAF). Once approval is given, the cost can then be incurred and all appropriate receipts and other pertinent documentation must be attached to the Receipt Submission form and submitted along with a completed Expense Reimbursement form. (See forms for specific instructions.) Send only to LVCA, 8560 Aliento Rd. Lucerne Valley, CA 92356.

Mileage Reimbursement Form. Remember to use the Mileage form only for travel to approved conferences (if funds are available and mileage is pre-approved) or other assigned school duties (with mileage approved) outside of the regular ES job. In order to be paid, your RAF request must be signed by the LVCA Director and must be included along with the Mileage form and the Expense Reimbursement form.  Remember to submit your reimbursement requests in a timely manner.

New ES Mentorship Stipend. For each new ES that you agree to mentor (and following a recommendation from your Advisor and approval from the LVCA Director) regarding all the initial training and paperwork requirements it takes to become an active ES, you will receive a $200 stipend for 20 school days of mentorship, after which the ES Advisor will follow up with all subsequent training and inquiries from the new ES.