Our Mission 
To improve the learning outcomes and well-being of all children and youth by providing services and leadership in partnership with families, schools and communities. 

Our Goals 
• Increase learning growth for students 
• Decrease the gap in achievement 
• Increase annual graduation rates 
• Increase gateways to post-secondary success

July 1 Changes: New Mileage Reimbursement Rate Goes into Effect; Sales Tax Associated with Agency Purchases Will No Longer Be Reimbursed

Business-related Mileage Reimbursement 

Beginning July 1, 2020, the reimbursement rate for Heartland AEA business-related miles changes to 41 cents per mile. The penny reduction is due to the IRS 2020 business mileage rate dropping from 58 cents to 57.5 cents per mile. If you have any questions about this change, contact Brian Whalen, Business Manager, at ext. 14005. 

Sales Tax Reimbursement 

Beginning July 1, 2020, the Agency will not reimburse sales tax associated with purchases submitted through Expense Online. As a tax-exempt organization, our auditors are critical of the Agency reimbursing sales tax. Keep in mind that vendors (Payless, Amazon) generally deliver within 1-2 business days. To maintain proper internal controls, we prefer purchases go through the Agency’s purchase order process. If you have any questions, contact Brian Whalen, Business Manager, at ext. 14005.

Reminder: Help the Business Office Close Out the 2020 Fiscal Year

Heartland AEA’s fiscal year will end on June 30, 2020. In order for the Agency to close its books in a timely and accurate manner, the Business Office needs your assistance in returning date-sensitive items. 

Timelines

For payroll-related work completed on or before June 30, turn in timesheets and submit addendum online forms with appropriate approvals to the Payroll Department by July 6, 2020. 

Review open Addendum Online assignments. Close addendum assignments that will not have any additional hours logged. 

For travel, mileage and purchases occurring on or before June 30, turn in claim forms, expense claims, invoices for services or professional learning/travel forms with appropriate approvals to the Business Office by July 10, 2020. 

Do not put dates from two different fiscal years on the same timesheet, vacation request or in-area travel form. In-area travel forms with two fiscal years will be returned for correction. 

IMPORTANT: If extenuating circumstances cause a delay in submitting expenses related to fiscal year 2020, Aug. 31, 2020, is the last date the Business Office will accept and process any claims for expenses occurring on or before June 30, 2020.    

If you have any questions, contact Brian Whalen, Business Manager, at ext. 14005 or Heng Fongkhamdeng, Accountant, at ext. 14417. Thank you for your assistance!

Reminder: Staff on Summer Break Asked to Check Email Once a Week

As many of you are transitioning to summer break, the Heartland AEA leadership team asks that staff who have time off during the summer check their agency email at least once a week during June, July and August.  






The Agency relies heavily on email to communicate valuable agency and regional messages and timely responses are oftentimes requested. If you have any questions about this request, contact your supervisor.

Reminder: Set Your Out-of-Office Messages If You Will Be Gone for the Summer

If you are off contract for the summer months, we ask that you set your out-of-office messages accordingly. 

 





Change Gmail Vacation Responder (Out-of-Office Message) (sample below)
 



Thank you for contacting Heartland AEA. I will be off contract from June *** until Aug. ***, 2020. I will return your message as soon as I can. If you need immediate assistance, contact *****. Thank you. 

 




Change Voicemail Greeting to Unavailable (sample below) 




Thank you for calling Heartland AEA. You have reached Sally Smith. I am currently off contract from June *** until Aug. ***, 2020. Please leave a message, and I will return your call when I am back on contract. If you need immediate assistance, contact ******. Thank you. 


 





Tip: If you want to change your voicemail greeting from your home phone or cell phone, you may do so by calling either (515) 270-0405 or (515) 473-7450 and pressing # when you begin to hear the greeting. This gets you into your voicemail, and you can then follow the prompts to access your messages, change your voicemail greeting or set it to out-of-office. Please be mindful not to refer a caller to another staff member who is also scheduled to be out of the office. Check with that person to make sure they will be available and aware that you are forwarding calls to them during your absence.

Meeting the Needs of All Students During COVID-19 - Supporting Students & Families in Underserved Communities Online Event

This community engagement event creates an opportunity for education stakeholders in urban, suburban and rural communities to convene online to discuss equity implications for addressing students' educational, social and emotional needs during the COVID-19 pandemic and beyond. During this Café, we will engage in dynamic discussion and share ideas for solutions to identified challenges in historically underserved communities, as school communities prepare for recovery, reentry and reimaging teaching and learning in a new landscape. Featuring these selected topics: 

• Mental Health/Socio-emotional Wellness 
• Family/Community Care 
• Leadership 
• Supporting Diverse Students in Distance Learning 

June 22, 2020


1:30 - 3 p.m. CST


Online, No Cost



Registration Information

Update: You Can Use Your FSA Money Through Aug. 31, 2020; FSA Rollover Limit Will Increase July 1, 2021

In response to the 2019 Novel Coronavirus outbreak (COVID-19), IRS Notice 2020-29 provides for increased flexibility with respect to mid-year elections under a 125 cafeteria plan (Flexible Spending Account) during the calendar year 2020. 


The current plan year, 2019-2020, has been amended by Heartland AEA to allow employees to incur and be reimbursed for expenses from their Flex Medical Account (FSA) through Aug. 31, 2020. (The previous deadline was June 30, 2020.) Effective, July 1, 2020, the FSA rollover limit will also increase to $550. 

This amendment means that you can now use your FSA money for medical, dental, vision and/or prescription out-of-pocket costs through Aug. 31, 2020, and you have until Oct. 30, 2020, to submit your requests to 121 Benefits for reimbursement. 

If you have any questions, contact Juliette Houseman, Benefits Specialist.

Last Call! Online Wellness Apparel Store Open for All Staff for the Next Two Weeks; Still Time to Use Your Wellness Incentive for Apparel

Back for June…The Heartland AEA online store where staff can redeem their Wellness incentive for agency logo apparel is open for ALL employees today through June 30, 2020! Employees who have earned their $40 coupon towards logo apparel will receive a separate email with specific ordering information once Interactive Health has notified us.   


 




But new this year—all employees can purchase any items in the store (and shipping) at their own cost during the two-week period when the online store is open monthly through June 2020. Important reminder: if you are not ordering apparel with your Wellness credit, you’ll need to pay for shipping using Spee-Dee Delivery or UPS or pick up your purchase at P&M Apparel in Polk City.  




Still Time to Use Your Wellness Incentive  


If you missed your assigned month to use your coupon code for logo apparel for your Wellness incentive and/or you haven’t yet ordered, please visit the online store and place you order this month using your previously emailed coupon code.  





P&M Apparel Heartland AEA Online Store    





If you have any questions, contact Juliette Houseman, Benefits Specialist.