For Employees

Many documents on this page are in Adobe PDF format, which require Adobe Acrobat Reader to view. If you do not already have Adobe Acrobat Reader on your computer, you can download it for free from the Adobe website.

HFM BOCES EMPLOYEE HANDBOOK

A printed edition of the employee handbook is available in the HFM administration offices.

HUMAN RESOURCES TOOLS & MATERIALS

During the School Year

• 2024-25 school calendar
• 2024-25 12 month holiday calendar
• 2024 Conference request form (PDF)
• 2024 Conference request form (Word)
• 2024 Conference expense form (PDF)
• 2024 Conference expense form (Word)
• 2023 Conference expense form (PDF)
• 2023 Conference expense form (Word)
• Courier Schedule
  • 2024-25 courier schedule
  • 2024-25 courier calendar
• Courier Service – Confidential Form
• Health/Safety Concern Reporting Form

IMPORTANT: The Health/Safety Concern Reporting Form should be used for circumstances related to specific safety and health issues that need to be addressed outside of the normal work order system. Please enter routine comfort-related requests through myschoolbuilding. Emergency situations should be reported directly to your program supervisor or the Operations Department at (518) 736-4380.

COVID-19 information

COVID-19 Protocols for 2024-25

A guide to New York State paid COVID leave

For other COVID-19 information and forms, contact Loren Iorio (Assistant Director of Human Resources) at liorio@hfmboces.org or (518) 736-4319.

Payroll & Mileage

Payroll and mileage checks may NOT be cashed prior to the date printed on the check. In addition, all checks must be cashed within 60 days. After 60 days, the bank considers them stale dated checks and will no longer honor them.

Payroll

• Payroll Schedule
• Direct deposit form and instructions
• 2024-25 employee statistics form (payroll distribution options)
• 2024-2025 payroll election form (for bulk or deferred pay options)
• Per hour payroll form (Interactive)
• Per diem payroll form (Interactive)
• Substitute claim form (revised 8/2019)
• IRS W-4 form (federal withholding allowance)
• New York State IT-2104 form (state withholding allowance)

Mileage

• Mileage chart
• Mileage Claim Guidelines
• 2024 mileage claim form – $.67 cents/mile (PDF format)
• 2024 mileage claim form – $.67 cents/mile (Excel format)
• 2023 mileage claim form – $.655 cents/mile (PDF format)
• 2023 mileage claim form – $.655 cents/mile (Excel format)
• 2022 mileage claim form – $.625 cents/mile (PDF format)
• 2022 mileage claim form – $.625 cents/mile (Excel format)
• 2022 mileage claim form – $.585 cents/mile (Excel format)
• 2022 mileage claim form – $.585 cents/miles (PDF format)

Benefits & Insurance

If you cannot find a form you need, are unable to access any of these forms, or have any questions, contact the Business Office, (518) 736-4310.

Employee Assistance Program

HFM BOCES offers an Employee Assistance Program through a partnership with Educators’ EAP. This program offers free videos, trainings and webinars on a wide range of topics including professional development, healthy lifestyles, family life, personal finance, pet care and much more. The service also offers live personal and professional coaching and counseling services. All services offered are confidential.

To use the service visit www.theEAP.com/Educators-EAP  and follow the onscreen instructions to create an account. Select Hamilton-Fulton-Montgomery (HFM) BOCES as your organization.

AFLAC, 403b notification and Workers’ Compensation Pharmacy Benefits

• AFLAC benefits and participant interest form
• 403(b) Universal Availability Notification (This notice informs you that, as an employee of HFM BOCES, you are eligible to participate in the District—sponsored 403(b) retirement plan. Updated 9/2021.)
• Workers’ Compensation Pharmacy Benefits Notification (This notice provides information on getting medication under a workers’ compensation claim with the New York State Insurance Fund.)

Flexible Spending Accounts

Video: What is an FSA and How Does it Work?
FSA Enrollment Guide
Using Your FSA Debit Card
Filing an FSA Claim
Dependent Care Receipt Form

Health Insurance Information

HFM BOCES Employee Health Insurance Information webpage provides information and forms regarding health and dental insurance and United Concierge Medicine (UCM Digital Health) service.

Health Insurance Changes

Health insurance may be changed only two times during the year. Please speak with the HFM BOCES District Clerk (518-736-4681, ext. 4696) in December or in June if you anticipate a change.

Health Savings Account Employee Contribution Form 2024-2025

Important Forms

• Application for approval of college credits
• Blood Donation Leave Request
• Cancer Screening Leave Request

New York State Labor Law entitles HFM BOCES employees to take a leave of absence for cancer screening, and to donate blood. Please submit the correct form to document your request.

• District-Wide School Safety Plan (School Safety Plan posted for public comment.  To provide feedback or seek greater clarification on the plan or any of the components, please contact Jessica Kirby-Barnes, Health & Safety Supervisor, at jbarnes@hfmboces.org)
• Employee Report of Injury Form
• Family and Medical Leave Act

Information regarding the Family and Medical Leave Act may be found in HFM BOCES Board Policy Manual under Section 6400 PERSONNEL.

• Inventory/Equipment Disposal Form (rev. 7/30)
• Report of Possible Discrimination or Harassment

Information regarding workplace harassment may be found in HFM BOCES Board Policy Manual  under Section 0010 EQUAL OPPORTUNITY AND NONDISCRIMINATION.

• Transportation Request Form

Health, Safety Risk Management Information for Staff

• 911 Procedure
• Blood Borne Pathogens FAQ
• Bomb Threat Instruction Card
• District-Wide School Safety Plan
• Emergency Response Procedures | Emergency Response Card – Printer Friendly
• Emergency Response Staff Instructions
• Hepatitis B Vaccine Fact Sheet
• Hepatitis B Vaccine Consent/Declination Form
• Mandated Reporter Summary Guide
• Request for Pesticide Application Notification

Professional Development

• APPR Non-Classroom Teachers

Software Request Packet

• Request for Software and Online Application Packet

Data Security and Privacy

New York State Education Law gives you the right to information about how HFM BOCES is safeguarding student and staff data. Learn more by clicking the link below:

• Data Privacy Agreements, Parents Bill of Rights & Supplemental Information

Several employee forms are updated annually and will be added to the page as soon as they are ready. If you have difficulty finding what you are looking for, please call the Business Office (518) 736-4310.