Institutional PoliciesEmployee Expense Reimbursement
The Seattle School Bank / Credit Card Accounts
Employees who carry a Seattle School credit card are required to keep all purchases and receipts, match them with the statement upon receipt, indicated the G/L codes for each charge and submit reconciled bill and receipts to the business office at least 7 days prior to the payment due date. The Seattle School credit cards are to be used only for authorized expenses. The Seattle School credit cards should not be utilized for personal expenses under any circumstance. Unauthorized expenses will be charged to the employee; repeated violation may result in suspension of The Seattle School credit card privileges. Any late fees created by the failure to request timely payment will be the responsibility of the employee.
Employees will be reimbursed for all necessary and reasonable expenses incurred in connection with approved travel on The Seattle School business, subject to the limitations set forth in the Travel Expense Policy. All travel must be authorized and approved by the individual having budgetary responsibility for the department against which travel will be charged. If you have been issued a Seattle School credit card, this should be your primary form of payment for all The Seattle School approved expenses. Approved travel expenses paid by cash, personal check, or personal credit card will be reimbursed following submission of the Employee Reimbursement Form with all receipts attached. Any further travel expense related questions should be referred to the Travel Expense Policy.
The Seattle School will reimburse reasonable and necessary expenses incurred by individuals in the conduct of The Seattle School business activities, subject to the limitations set forth in the Non-Travel Expense Policy. If you have been issued a Seattle School credit card, this should be your primary form of payment for all The Seattle School approved expenses. Approved travel expenses paid by cash, personal check, or personal credit card will be reimbursed following submission of the Employee Reimbursement Form with all receipts attached. Any further travel expense related questions should be referred to the Non-Travel Expense Policy.
If you use your personal vehicle for approved business purposes, you will be reimbursed according to standard IRS levels and subject to the limitations set forth in the Non-Travel Expense Policy or Travel Expense Policy. Miles from an employee’s home to The Seattle School campus is not a reimbursable expense.
The President or the Director of Human Resources, in conjunction with the Registrar may close The Seattle School due to inclement weather or emergency on days other than regularly scheduled holidays. Employees are not expected to work during an emergency closing. Late start and/or closure notices will be emailed and posted to the school website and main voice line by 6:00 AM.
In the event of an emergency closing, the absence will be considered an excused absence for all employees and will not be charged to earned leave time. Should an emergency closing occur while employees are already on earned leave time, e.g., sick or vacation, they are not entitled to additional wages or additional time off. All employees scheduled to work receive the benefit of being paid during the closure. The hours for which employees are paid, but do not work, because of school closure will not be counted as hours worked for overtime purposes.
Employees, who do not report to work because of the weather, in the absence of an official closing that day, may use vacation pay if available or unpaid leave. All Seattle School employees are urged to use their own discretion in deciding whether they can safely commute to work. If personal health or safety is at issue in that decision, responsible judgment should be used. In the event that employees are unable to report to work at the appointed time, they should contact their supervisor or front desk personnel within the first hour of the workday.
The Seattle School complies with the Family Education Rights and Privacy Act of 1974 (FERPA) concerning privacy and disclosure of a student’s permanent educational record. As a Seattle School employee, you will be expected to read and understand our school’s FERPA policy regarding the provision of appropriate access to personal records, while protecting student confidentiality. This federal law affords students certain rights with respect to their educational records as follows:
- To inspect and review the student’s educational records within 45 days from the date the school receives a request for access.
- To request the amendment of a student’s educational records that the student believes are inaccurate or misleading.
- The school can disclose personal identifiable information contained in the student’s educational records, except to the extent that FERPA prohibits disclosure without consent. The Seattle School policy is to confirm only dates of enrollment, areas of study, and degrees/certificates earned unless the student signs a release form authorizing disclosure of additional information.
- To file a complaint with the U.S. Department of Education concerning alleged failures by The Seattle School to comply with the requirements of FERPA.
The Seattle School designates the following items as directory information: student name, spouse name, address(es), telephone number(s), email address, photograph, enrollment status, date of birth, program, participation in officially recognized activities, dates of attendance, degrees and rewards received, most recent and previous educational institutions attended by the student. It is institutional practice to include only the following in the Student Directory: student name, city and state, telephone, email address, and picture.
Annual notice is provided to students regarding the personally identifiable information that the institution utilizes for the Student Directory. If a student wishes to prohibit this information from being disclosed in the Student Directory, a non-disclosure form must be submitted to the Registrar’s Office within 14 days after the start of the trimester.
HR FormsPayroll Forms
- COVID-19 Hardship Withdrawal Form
- Dental Insurance Enrollment Form
- Domestic Partner Affidavit Form
- Family & Medical Leave of Absence Request Form
- Health Insurance Enrollment Form
- HSA Contribution Form
- HSA Reimbursement Request Form
- Life Insurance Enrollment Form
- Retirement Account Hardship Withdrawal Request Form
- Retirement Enrollment & Contribution Change Form
- Vision Insurance Enrollment Form
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