Directions and Forms

Evaluation & PD (formerly MyLearningPlan)

TST BOCES Workshop Fees Process

In general, TST BOCES charges workshop fees based on attendance. IF the individual attends, then we charge the district AFTER the event. There are exceptions to this rule.

1. If the self-pay option is marked, then TST BOCES attempts to collect the fee directly from the teacher, unless the district contacts TST BOCES School Improvement Services directly to indicate that it will pay for the registration.

2. If TST BOCES is NOT the provider of the workshop (i.e. SUNY Cortland/CNY Teacher PD Network – Teaching with Poverty in Mind workshop), then the fee is usually collected/charged to the district 1 week prior to the workshop. Workshop fees not received prior to the workshop will be collected at the door.

3. If TST BOCES is using an outside consultant (i.e. Susan O’Connell), then the district is charged AFTER the workshop for the individuals that were registered to attend on the date 1 week prior to the workshop (registrations that are dropped the morning of the workshop will still be charged to the district, unless the district sends a person in place of the one who dropped).
TST BOCES usually sets the fee using a budget that estimates the expenses of the consultant, materials, and any food provided. This total is then divided by an anticipated minimum number of registrations. If the minimum number of registration are not met by a date set with the consultant, then the workshop is canceled. If more than the minimum number of registration are received and/or if the expenses are less than budgeted, then the individual registration fee is dropped to reflect the changes, after the workshop.

The goal of TST BOCES is to provide this type of high quality workshop for the minimum of cost to the districts. It has been our practice to inform districts when the minimum number of registration are not met and the workshop is to be cancelled. At that time the districts can provide information on how TST BOCES is to proceed.

MLP Directions For Workshops:

Whether your district uses MyLearningPlan or not, any educator can register via MyLearningPlan.com through School Improvement Services at Tompkins-Seneca-Tioga BOCES (www.tstboces.org). Registration fee and substitute cost are BOCES aidable through CoSer 505 direct or through cross-contract with T-S-T BOCES.

IF YOU ARE FROM A MLP DISTRICT:
1. Go to http://www.mylearningplan.com
2. Make certain you log in with your User Name and Password from your district’s internal system. This assures the correct approval flow.
3. Choose the TST BOCES catalogue.
4. Scroll to view the current activity calendars.
5. Click on the activity title.
6. Click on the “Click to Enroll” button at the very top or bottom of the screen.
7. Update personal information.
8. Choose appropriate payment type.
9. Click the “Confirmation” box, then click on the orange “I Agree” button.
10. Follow your district’s procedure for registering for a conference.
11. You are not officially enrolled until T-S-T BOCES receives payment information AND approval via MyLearningPlan.
For assistance with registration process, contact either Patti Oates or Carolyn Tschanz at (607) 257-1555 ext. 1030 or 1048.
FOR ALL OTHER DISTRICTS:
1. Click on this link https://www.mylearningplan.com/WebReg/Catalog.asp?D=10453&H=1 to go to the MyLearningPlan TST BOCES WebReg Catalog.
2. Scroll down to view the current activity catalog.
3. Click on the activity title.
4. Click on the “Click to Enroll” button at the very top or bottom of the screen.
5. Click on “I am a new user,” if you are a new user OR click on “I’m a registered user,” if you already have an account with MyLearningPlan WebReg.
6. If you are creating a new account, then follow the directions and provided information requested. All the boxes outlined in red are required. When your account is created, Log out and go back to the activity enroll screen, using the directions above. When you click to enroll, click the “I am a registered user” option.
7. Update personal information.
8. Choose payment type.
9. Click “Confirmation” box; then click on the orange “I Agree” button.
10. Click on the green colored “Print Enrollment Form.”
11. Click on “Click here to view/print…” and print form.
12. Follow your district’s procedure for registering for a conference and submit the printed Enrollment Form to your administrator for final approval and signatures.
13. Send signed Enrollment Form to School Improvement Services at T-S-T BOCES by fax (607) 257-2825 or through BOCES mail.
14. You are not officially enrolled until T-S-T BOCES receives payment information AND the signed enrollment form.
For assistance with registration process, contact either Patti Oates or Carolyn Tschanz at (607) 257-1555 ext. 1030 or 1048.


Any educator can work through TST BOCES School Improvement Services to register for workshops via Evaluation & PD. Registration fees and substitute costs are frequently eligible for aid through BOCES CoSer 505 or 516, or through TST BOCES component districts. For most other New York State Districts, registration fees are frequently eligible for aid through cross-contract with TST BOCES.

Substitute Reimbursement

Request for Substitute Reimbursement

Districts/Schools are responsible for paying substitutes directly. 

Districts are responsible for requesting reimbursement for substitute expenses through TST BOCES, School Improvement Services.  Districts are responsible for providing documentation to TST BOCES for all substitute reimbursements requested using the “Substitute Reimbursement” Form and following the process as outlined.  Not all substitute expenses are reimbursable or aidable.

The last day TST BOCES will accept this form for the year is June 1.  Substitute reimbursements received after June 1 will be received and paid using the following year’s funds.               

School Improvement Services periodically sends out a Substitute Reimbursement Report for all workshops held at or co-sponsored by TST BOCES.  This report lists the workshop information (title, date, and times), the teacher and the COSER.  This report is sent to the District Business Official, Superintendent and district Curriculum/Professional Development Coordinator.  The District is responsible for providing the name of the substitute and the cost for the substitute.  The report then follows the process below.

Alternatively for in district professional development, the District may initiate a request for substitute reimbursement by completing the “Substitute Reimbursement” form, Sections – District Information, Substitute Table, and District Business Official.   Please type or print clearly when filling out this form. The form then follows the process below.

  • District Superintendent/Designee and the District Business Official sign the form.
  • District sends an increase to COSER, if sufficient funds are not available in the initial contract.
  • District sends the forms by email, mail or fax (607-257-2825) to TST BOCES/SIS.
  • TST BOCES/SIS receives the request. TST BOCES/SIS will contact the District only if the request is denied or if there are insufficient funds in the COSER. TST BOCES is responsible for paying the District in a timely fashion via a Purchase Order.  TST BOCES/SIS will encumber the amount on the form from the District’s funds and generate payment.
  • TST BOCES/SIS sends documentation of payment to the District.

Reimbursement Form

Professional Development Payments

Please ensure that your District provides all necessary documentation to TST BOCES for all requested payments to be made.  Required paperwork includes:

  1. Employee Paperwork must be sent to TST BOCES prior to the request for payment.  Districts are responsible for verifying that all employment forms are current and on file with the TST BOCES payroll office.  This paperwork includes the following:
  • Income Tax forms: W-4 Federal Tax Withholding and IT-2104 State Tax Withholding (New forms must be completed if an employee’s physical address or name has changed.  Failure to update forms will result in delay of check and W-2 delivery).
  • Retirement Information Form
  • I-9 Employment Eligibility Verification: Signatures and dates must be complete.  Copies of required ID must be clear and legible.  Please refer to I-9 instructions for acceptable forms of ID and form instructions.
  1. TST BOCES SIS Professional Development Time sheetMust be complete, accurate, and submitted after the project or workshop is finished.
  • Employee and District complete their portions of the TST SIS Professional Development Payment Time Sheet
  • District verifies completion of the curriculum project and/or employee attendance at workshop.
  • District sends time sheet to TST BOCES (scan and email or hard copies in inter-office mail, NOT BOTH)
  • Copies of time sheets will be given to the CBO if the district pays more than the BOCES amount.
  • Tips:
    • Complete all required parts of the form using a ballpoint pen.  Writing must be legible.
    • Email address should be the employee’s official school email.
    • Activity Date(s) and Times refer to the actual date(s) and times the project or workshop took place.
    • Activity Title should be the one official title that all participants in this project or workshop will use.

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  • Paperwork for each payroll is due by the preceding payroll payment date so that TST BOCES can issue payment to individuals at the next scheduled payroll. Payroll dates are the 15th and last day of each month or the last business day preceding these dates if they occur on a holiday or weekend (i.e.to be paid on 5/15, paperwork is due by 4/30).
  • TST BOCES will pay the amount on the Time Sheet from the District’s funds plus the amount for benefits. If sufficient funds are not available through the initial contract amount, the District must submit a COSER increase form.
  • TST BOCES will send each District a list of certified staff in the payroll system and a memo explaining the purpose and process for professional development payments once per year or whenever there are changes to the process.
  • Districts are responsible for communicating this information to the certified teaching staff.

TST BOCES reserves the right to refuse payments for Districts or Teachers that do not provide the required paperwork.  Districts and Teachers will be notified of this decision in writing.

Consultant & Resource Requests

District Request for Resources Form

District Request for Consultant Services Form

Consultant Contract Form

W-9 Form

In response to district requests for consultant services, TST BOCES is responsible for establishing a Consultant Contract and paying the consultant. The payment process often takes 6‐8 weeks as approval of the TST BOCES BOE is required; therefore this form must be returned well ahead of the intended date of work for payment to proceed in a timely fashion.

IMPORTANT: Consultants are required to provide to TST BOCES a copy of their completed W-9 as well as an invoice that mirrors the content and description of services indicated on the Consultant Contract. Payments will not be made without a copy of the W-9 on file and failure to provide an invoice to TST BOCES School Improvement will result in delay of payment or no payment for services.

How long is a Consultant Contract valid?  Contracts submitted for TST BOCES BOE approval are valid for the fiscal year in which approved. The fiscal year runs July 1 to June 30. A new consultant contract and BOE approval is needed for each fiscal year.

Is your Consultant Contract approved? Check the ‘Meetings’ tab on the TST BOCES Board of Education page.

You will be contacted by a TST BOCES representative if there is an issue with your Consultant Contract or if it is not accepted by our Board of Education.

Consultant Services

  1. Before services are used, District completes the following sections of the “Request for Consultant Services” form:  District Information, Consultant Information, and District Business Official.
  2. District Superintendent/Designee and the District Business Official sign the form.
  3. District sends the forms by mail, email or fax to TST BOCES/SIS.
  4. TST BOCES/SIS confirms receipt and approval of request and contacts the consultant to initiate a new consultant contract or to adjust existing one.  TST BOCES is responsible for paying the Consultant, usually via a Purchase Order.  TST BOCES/SIS will encumber the amount on the Request for Consultant services from the District’s funds.  Payments will be made from an invoice from the Consultant.
  5. Consultant sends invoice to the district where the work was performed and a copy to TST BOCES/SIS.
  6. District Superintendant/Designee approves/signs invoice from Consultant and forwards invoice to TST BOCES/SIS for payment.
  7. TST BOCES/SIS issues payment to Consultant.

Consultant Services – if beyond initial “not to exceed” amount

  1. District completes “Request for Consultant Services” form with updated information and forwards information to TST BOCES/SIS.
  2. District sends COSER Change Form (to increase contract funds to sufficient amount).
  3. TST BOCES/SIS confirms receipt and approval of request, encumbers the increase from the District’s funds, and notifies the consultant of changes.   Payments to Consultants proceed as above.

Professional Development Resources/Books

  1. District completes the “Request for Resources/Books” form including these sections: District Information, Purchasing Information, and District Business Official.  Purchasing Information must be complete.
  2. District Superintendent/Designee and the District Business Official sign the form.
  3. District sends COSER Change Form (if sufficient funds are not available in the initial contract).
  4. District sends the forms by mail, email or fax to TST BOCES/SIS.
  5. SIS confirms receipt and approval of request.  Unless otherwise arranged,  TST BOCES will purchase the resources requested on behalf of the district.  When the resources arrive, the District contact will be notified and arrangements for pick up or delivery of supplies will be made.