PRICKLY PEAR COOPERATIVE
2525 Lake Helena Drive
East Helena, Montana59635
(406)227-7322 Fax: (406)227-8039
Basin, Boulder, Cardwell, Clancy, East Helena, Montana City,
Townsend, Trinity, Whitehall, White Sulphur Springs, Wolf Creek
PROCEDURES FOR LEAVE/REIMBURSEMENT
PERSONNEL: LEAVE
Prickly Pear Procedures Requesting Leave and Granting Leave
- All leave will be granted in accordance with the Master Contract and Prickly Pear Cooperative Board Policy 2050.
- A person requesting leave will complete a leave request form, sign and date it. The form will be sent to the Director or placed in the Director's in-basket.
3. The Director will review the request within 5 working days.
- The Director will notify the person who requests the leave if the leave is not approved.
- A copy of the written notice of approval or disapproval will be given to the employee and the original
will be retained in the PPC office.
- The clerk will maintain the official file of requests; a duplicate file will be maintained by the Director.
PERSONNEL: REIMBURSEMENT
Prickly Pear Procedures Requesting Reimbursement
1.An employee who is requesting the Cooperative to pre-register the employee for a conference and to pay
the conference registration fee with a Purchase Order, must complete the registration form for the conference and submit it to the Clerk/Secretary 5 days before the registration is due. If the registration information is not complete, the clerk will send it back to the employee.
2. The Clerk/Secretary will mail or fax the registration and Purchase Order and notify the employee that
the information has been sent.
- The Cooperative can reimburse for travel expenses at state rates only. To receive reimbursement, the employee must complete a Reimbursement Form. A lodging receipt is required. The PPC will not reimburse for meals provided by the Conference. To receive allowance for meals, a copy of the Conference registration or agenda must be on file with the Leave Request or the Reimbursement Request.
- Reimbursement requests must be submitted to the Clerk by the 25th of the month in order to receive payment at the next month's board meeting.
- The Clerk will verify the amount requested on the reimbursement form and submit it to the Director for approval.
- The Director will approve the total amount to be paid and sign the reimbursement request form.
- The Clerk will send a copy of the approval to the employee.
- The actual reimbursement check will be mailed out on the day after the next Management Board meeting.
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