Finance Department

• Backup for Requisitions
  • This may include such items as registration forms, order forms, quotes, travel request forms. All of these items should be sent to Ms. Kathy Morgan; they will be needed to include with the purchase order when the requisition is converted.
     
• Budget Transfer Requests
  • All requests to transfer budgeted funds from one Org/Obj to another should be submitted to Ms. Kathy Morgan.
     
• Classroom Furniture Requests
  • All furniture requests for classrooms should be submitted to Ms. Kathy Morgan.
     
• Employee Expense Reports
  • Completed employee expense reports should be submitted to Ms. Lynne Ross. 
     
• Invoices Received in Error
  • Copies of invoices MUNIS orders sent in your deliveries or to your school sites in error should be sent to Ms. Linda Miles.
     
• MUNIS Password Lockouts or Resets
  • All issues regarding password resets or lockouts to the MUNIS platform should be directed to Ms. Kathy Morgan or Technology Department if she is not available.
     
• New Vendor Request Forms for MUNIS
  • Requests to add new vendors to MUNIS should  be sent to Ms. Corie Jeffers via the appropriate form.
     
• Original Lowes or Walmart Receipts
  • Receipts for MUNIS Purchase Orders for purchases made at Lowes or Walmart should be submitted to Ms. Corie Jeffers.
     
• Packing Slips
  • Packing slips for MUNIS orders should be sent to Ms. Linda Miles.
     
• Questions about MUNIS Orders or Deliveries with the Exception of Amazon Orders
  • Any questions about orders through MUNIS or deliveries of orders placed through MUNIS should be directed to Ms. Linda Miles.
     
• Questions Regarding Amazon Orders through MUNIS or their Delivery
  • All questions regarding Amazon orders placed through MUNIS should be sent to Ms. Kathy Morgan.
     
• Requisition Cancellations or Modifications
  • Any cancellations or modifications to orders should be submitted to either Ms. Kathy Morgan or Ms. Linda Miles, but not both.
     
• RESA Online Items
  • Questions about RESA online ordering system items should be directed to Ms. Kathy Morgan.
     
• School Resource Officer (SRO) Timesheets
  • SRO timesheets for sporting events to be paid by the Board of Education should be submitted to Ms. Corie Jeffers.
     
• Student Activity MUNIS Items
  • All questions regarding orders or issues with the Student Activity option through MUNIS should be directed to Ms. Lynne Ross.
     
• W-9 Forms
  • W-9 forms, required for new vendors, should be sent to Ms. Corie Jeffers.

• Employee Expense Report - revised 1/10/23  
• BOE Check Request
• Form W-9
• Mileage Update (State reimbursement guidance)
• New Vendor Request Form (for MUNIS & W-9 submission)

Guidebook for principals to use when facilitating school finance matters. [click here for a printable version]

TRAVEL/EXPENSE REIMBURSEMENT

Expenses should be submitted for reimbursement and processed monthly. Travel/Expense reimbursement form dates should coincide with timesheet dates and should be submitted to BOE Finance Office when the employee’s timesheet is submitted.

Expense reports are required to be completed entirely before submittal. Employees must list time/place of departure, location visited, and time/place of return along with the purpose of the trip. Expense reports must have an account code to be charged and supervisor approval signature. Incomplete expense forms will not be processed and will be returned to the employee.

Expenses submitted for reimbursement that are older than 45 calendar days from the date of submittal will result in denial of the reimbursement request.
Example: If an employee turns in the Reimbursement form on 12/5/20 and it is reviewed/approved by the supervisor on 12/11/20, the employee will only be eligible for reimbursement of expenses dating back to 10/21/20 (10/21/20 – 12/5/20 is the 45 day period).

Travel reimbursement for mileage is paid at a rate per mile set by the government and is updated each calendar year. This rate includes fuel costs. Mileage is calculated from the point of departure with possible deduction of normal commuting miles. See examples below.
Example 1: If travel occurs during a normal workday, i.e. you leave your assigned work location to attend a meeting at another location then return to your work station, you will be paid for the total number of miles traveled.Example 2: If an employee leaves/returns home traveling to and from a workshop/meeting on a normal workday, mileage would be calculated as total miles traveled less their normal commuting miles (mileage from home to assigned work location).

Example 3: Should an employee attend a workshop that requires travel on a non-workday, mileage will be paid from their home to the location without any deduction of normal commuting mileage.

Tolls and reasonable parking charges are not considered part of the mileage reimbursement. These should be itemized on the expense report form and will be reimbursed. Employees are encouraged to utilize low-cost, long-term parking to minimize costs.

Cost of repairs to a vehicle, whether or not they result from the traveler’s acts, are not reimbursable. Under no circumstances will parking fines or moving violations be reimbursed. 

Click on the 'Financial Forms' tab above to view forms.

All payments for employee travel that will be funded by the School Principal Funds must be processed through BOE Accounts Payable. School Funded travel reimbursement requests submitted to BOE Accounts Payable must include a completed BOE Check Request Form and a school check for the amount of the request. BOE check requests without a school check will not be processed.

• School funded Conference registration expense may be paid directly from the school funds.
• Requested travel checks from BOE may cover fixed costs such as hotel, airfare, and car rental. Item costs that are unknown such as meals, mileage or ground transportation should be submitted on an Employee Expense Report upon return from travel.
• No travel advances will be paid for meals or mileage.
• All travel will be conducted and reimbursed according to the latest Statewide Travel Regulations.

There are two options for school funded travel as noted below. With either of these options, the employee expense report form must be completed and submitted to the school bookkeeper for processing.