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Expense Reimbursement at MESD

Expense Reimbursement at MESD. Employees & Non-Employees. Supervisor’s Meeting – May 2007. Reimbursement Requirements. Approved by Superintendent or authorized MESD designee. Agency Business Related Expenses Within IRS Guidelines

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Expense Reimbursement at MESD

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  1. Expense Reimbursement at MESD Employees & Non-Employees Supervisor’s Meeting – May 2007

  2. Reimbursement Requirements • Approved by Superintendent or authorized MESD designee. • Agency Business Related Expenses • Within IRS Guidelines • Not used to circumvent established purchasing procedures of supplies and services • Allowed payment based upon revenue source restrictions (grants and contracts sometimes specifically allow and disallow use of funds for reimbursements) • Reimbursement Requests submitted by person, includes PEID/SSN and original receipts

  3. Mileage & Parking Expense Claim (Form 109) Personal Expense Claim (Form 110) Payment Request (No Form #) Generally Used for local transportation/misc expense reimbursement when no per diem applies Generally Used for out of district travel in official travel status All Other Reimbursements Types of Reimbursement Requests

  4. Mileage & Parking Expense Claim Form (Form 109)

  5. Personal Expense Claim Form (Form 110)

  6. Payment Request Form (No Form #)

  7. Employee Reimbursement • MESD Board Policy DLC re-adopted 3/15/05 • Allows reimbursement for authorized expenses: • Professional Growth • Job Requirements such as • Mileage between program sites at IRS rate • Travel (lodging, per diem, transportation, misc.)

  8. Non-Employee Reimbursement • Allows reimbursement for authorized MESD program related expenses: • Professional Growth (e.g. Board Member Conferences, workshops, etc.) • Board member travel reimbursement covered under MESD Board Policy BHD readopted 9/20/94 • Other as authorized by Superintendent or designee or by written policy/guidelines (e.g. SAMSHA Grant)

  9. Rule of Thumb: Reimbursements Not Authorized for purchases of supplies or services.You should have… • Used a Procurement Card • Obtained $$ from Petty Cash Fund • Submitted a Purchase Requisition (via eSchoolMall) • Obtained the Costco Credit Card from Business Office • Submitted Payment Request for Special Check Issuance

  10. Reimbursement Process • Employee Reimbursement – Included in regular paycheck. Reimbursement amounts are added to Net Pay only (not Gross Pay) • Non-Employee Reimbursement – included in accounts payable check run (1-3 weeks)

  11. For Your Convenience, this presentation is available on the Business Services webpage The End

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