Reimbursement Procedures

The Board of Education approves bills for payment on a monthly basis at the second meeting of the month. Requests for reimbursement must be submitted to the authorizing administrator in sufficient time for the school office to process the paperwork. The school office must submit the request for reimbursement two weeks before the Board meeting date.

Individual administrators will establish their own timelines for reimbursement under their control.

1. Tuition Reimbursment

  • Complete and submit the Request for Approval prior to enrolling in the course. Link to the detailed Tuition Reimbursement Process and Forms
  • When the course has been completed, submit a copy of the approval letter along with proof of payment (official receipt from the bursar) and transcript to the Office of the Superintendent.

2. Conference/Workshop Expenses

3. Mileage, Out-of-Pocket Expenses, etc...

  • The mileage rate is periodically adjusted by the Board of Education. The current reimbursement rate is 31 cents per mile. Mileage must be itemized and submitted on the Mileage Reimbursement Form AND MUST BE SUBMITTED NO LATER THAN 60 DAYS AFTER THE DATE THE EXPENSE IS INCURRED. Link to Mileage Reimbursement Process and Forms
  • All expenses, whether for mileage or classroom purchases, must receive prior approval before the expense is incurred or staff members risk non-reimbursement.
  • Requests for reimbursement for out-of-pocket expenses must be processed via the Purchase Order process and detailed receipts must be included. Link to Purchase Order Process and Forms.

Petty Cash Reimbursement

Each Principal and Director maintains a Petty Cash Account for small purchases and to reimburse minor expenditures (maximum $25). Payments are processed according to procedures established by the policies and regulations approved by the Board of Education.

Purchases must be approved in advance and must be accompanied by detailed receipts and a Petty Cash Voucher.

Tax is not reimbursable.

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