The Helpful Hints section listed below is a sampling of the District's policies and procedures as it relates to Accounts Payable. To obtain complete documentation of financial guidelines, review the
Financial Information Resource Manual.
Approvals
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Travel claims will be processed in accordance to RRISD policies and guidelines. However, supervisors have the discretion to limit travel reimbursements in order to meet budgetary restrictions.
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Prior approval for reimbursement of travel and supplies must be obtained before expenses are incurred.
Purchase Orders
- Purchase orders must be received online and original invoices received in the Accounts Payable Department in order to process payments.
- When registering for a workshop, conference or paying for a membership, a purchase order may be prepaid. A prepaid purchase order must include documentation for payment such as the conference registration.
Reimbursements
- The maximum out-of-pocket expense for a one-time purchase is $250.
- Sales tax will be reimbursed when the total amount of the receipt is claimed.
- When filing a claim for group business meals, list the number and names of attendees and purpose of meal. If the claim is for a staff meal, it is acceptable to just list "staff" and the number of attendees and purpose of the meal.
Travel
Activity Funds
- Employees should never pay Consultants out-of-pocket--all payments for services should be made by District check.
- Claims for reimbursement from the budget must include the original itemized receipt and a copy of the decentralized activity fund check.
Original documentation is required for payment of purchase orders, p-card statements, travel claims and reimbursements.
All claims should be forwarded to Accounting within 30 days. Claims will not be reimbursed when receipts are lost.