Beginning-of-the-Year Reminder Sheet

Expense Claims:

To claim conference expenses, please file an expense claim form within ten days after the event. The total cost of the conference, including mileage, should be reflected on one expense claim. If a purchase order was used to pay the registration fee or airfare, or if an advance was issued from the district's revolving cash fund, it should also be included on the expense claim. One expense claim is issued even if more than one program is paying for the conference. List the various codes and indicate how much should be charged to each. If the registration fee was paid directly by the district and no other expense was incurred, it is not necessary to file a conference expense claim.

Mileage Claims:

Please request employees who are reimbursed for business mileage to submit their claims at least quarterly. Some employees are holding their claims until the end of the school year. Our auditors believe that for an expense claim to be properly reviewed, the information should be current.

Purchase Orders:

When goods are received, you must receive the goods in the IFAS system. All invoices/register receipts on blanket (open) orders should be sent to Fiscal Services as soon as goods are picked up. The vendors cannot be paid until Fiscal Services has verification that the goods have been received. Delays in payment cause late-charge penalties and loss of discounts.

Revolving Cash:

Individual purchases cannot exceed $200. The individual purchasing the goods should obtain authorization to do so prior to making the purchase. The individual should then be reimbursed from the revolving cash account when they turn in the receipt (not after reimbursement from Fiscal Services).