EXPENSE REIMBURSEMENT PROCEDURES

Reimbursable employee business expenses are:

1.) Mileage at 8 per km; Four-Wheeler 3 per km; Two-wheeler employees

2.) Tolls;

3.) Parking;

4.) Meals (where permissible, less tax);

5.) Professional licenses;

These expenses will be reimbursed via cash/ cheque

Expenses may be reimbursed via Petty Cash in the following circumstances:

1.) Reimbursement of occasional business-related expenses of less than INR2000.00.

2.) Reimbursement of an expenditures by a clerical, maintenance or similar level employee.
3.) Payments for meal money and similar subsistence allowances to employees.

The Petty Cash Custodian is responsible for obtaining from the requester a list of such
payments, showing the:
. Date
. Purpose of the expenditure
. Individual employees

4.) The INR2000.00 limit does not apply in situations where a preset allowance is involved, such as:

. Meal money for employees working overtime, or

. Subsistence allowances for employees.
. Payment for food for employees or other events, when payment to the vendor by Check
Request. would be inappropriate. An invoice from the vendor must be attached to the Petty
Cash Withdrawal Request.

. An emergency expenditure involving personal injury or other serious situation.

Reimbursements:
1.Staff must submit a requisition before any reimbursable purchase.
2.An administrator or supervisor must approve reimbursable purchases before they are
purchased.
3. Receipts must be itemized to be reimbursed and submitted within 10 days of purchase date
on receipt.
4. Unauthorized contracted services/hiring may become the staff member’s liability.
5. Alcohol and personal expenses will become the staff member’s liability.
6. Staff will be reimbursed via a cash/check due to tracking purposes.

Preauthorized travel:
An employee must complete the Excel Prepaid Travel Worksheet for all prepaid travel expenses.
The estimated amount of all travel expenses should be encumbered through the use of
reimbursement form. Prepaid expenses are the following: hotel, registration fees, meals,
parking fees that are required to attend a conference, workshop, or event.

For approved travel and purchases employees may also request a cash advance on the same
prepaid travel worksheet. The employee must fill out the appropriate cash advance form
(prepaid travel form), and have it signed by their supervisor. Within 10 days of use of the funds,
the employee must complete the ‘Prepaid Travel Recap’ Excel form and provide receipts to
financial Division and reimburse the district for any unused portion. Email all Prepaid Travel
Requests and Prepaid Travel Recap forms.

Submitting for Payment:

To submit for payment from a vendor, please include the following, in this order
A. When there are multiple invoices/changes, prepare a Check Request form including invoice
date and numbers Purchase order (include invoice date and number Attach all remits with a
paper clip to front of the check request/purchase order
B. A numbered invoice from the vendor, with ext. & footings signed. IF A NUMBERED INVOICE IS
NOT PROVIDED IT WILL BE RETURNED (to avoid duplicate payments).
C. Attach all remits with a paper clip to front of the check request/purchase order.

Purchasing goods & services:

Ordered goods or services require a requisition to be generated (Purchase order form)
A requisition is not needed for non-ordered goods or services (e.g.: utilities, cell phone, security
monitoring, quarterly equipment maintenance agreements, etc.). For all ordered goods or
services, (including those paid with a Re-2 credit card), a requisition must be sent/emailed to the
financial secretary.

The financial secretary verifies that the budgeted funds are available in the account, the vendor
is in the system, and the appropriate paperwork is on file at the central office for service
providers. If budgeted funds are not available in the account, then the secretary must notify the
administrator to include on their budget transfer list (Budget Transfer Form).

Upon rectification of deficiencies, the requisition may be resubmitted to the secretary for
administrative approval. The requisition must be approved by the administrator of the
location/program being charged. If an administrator charges a different administrator’s
account, then there must be an email from that administrator approving the charge (attached to
the back of the PO as additional documentation). Upon receipt and approval of the requisition,
the purchase order may be generated, and the goods/services ordered.

The creation of a purchase order is required to encumber the funds from a account string, and
to ensure the goods or service have been approved before ordering.

Preauthorized travel:
An employee must complete the Excel Prepaid Travel Worksheet form for all prepaid travel
expenses. The estimated amount of all travel expenses should be encumbered through the use
of Purchase Order(s).

For approved travel and purchases, employees may also request a cash advance on the same
prepaid travel worksheet. The employee must fill out the appropriate cash advance form
(prepaid travel form), and have it signed by their supervisor. Within 10 days of use of the funds,
the employee must complete the ‘Prepaid Travel Recap’ Excel form and provide receipts to their
financial secretaries and reimburse the district for any unused portion. Email all Prepaid Travel
Requests and Prepaid Travel Recap forms.

Approved:
Expense reimbursement requests are to be submitted to the Finance Department by the 15th
Of each month. These reimbursement requests are to be submitted to supervisor/Managers
for approval. will then forward these requests to the Finance Department for payment.

P.S Petty cash cannot be used for payment to service providers. When petty cash is utilized to
pay for a service, it will be disallowed and will need to be paid back to petty cash by the person
who initiated the transaction. Examples of “services” include anyone who prepares food,
officiates, consults, trains staff, etc.