PAYROLL, EXPENDITURES, & REIMBURSEMENTS

Check out this how-to video on expending funds from the Before/After School Account and this how-to video on submitting payroll for Before/After School staff. An updated how-to video for submitting the PS10 will be coming soon!

FOR EACH PAYROLL DEADLINE, SUBMIT THE FOLLOWING:

• • • • • Sign-in/Time Sheets

          • • • Print or simply make a copy of this standardized sign-in/time sheet template - either use one sheet per employee or at least group an employee's hours together

              • Before/After School staff needs to physically record their time in/out and sign the sheet

              • Once the sign-in/time sheet is completed, either the School Leader or the Before/After School Lead needs to sign and date at the bottom.

              • Scan and email completed sign-in/time sheets to Nicole Mendoza

        • Payroll Spreadsheet

          • • • Make a copy of your school's unique UPDATED payroll template, which you'll find in your school's individual folder (if you need the link to your folder, please reach out to Nicole Mendoza)

              • Email a copy of your completed payroll spreadsheet to Nicole Mendoza

As an FYI, if your school's sign-in/time sheet is not signed and dated and/or the hours don't match between the sign-in/time sheet and the payroll spreadsheet, it will be sent back to be corrected.

To make a purchase out of your school’s before/after school program account:

• • • • • Confirm the company/venue is already an approved City Vendor by looking them up in BAIS Financials or determine if the individual needs to be "hired" and paid through the City's payroll system.

          • • • • If you have a question about whether a company/venue is an approved City Vendor or should be hired, please email Vendor.Questions@cityofboston.gov or call 617-635-4564

                • New vendors should register online (see step-by-step guidelines for registering online).

        • Enter a requisition for before/after school programs using the following information:

Fund Number: 475

Account: Should be appropriate to the requisition. If unsure, see the account code list or contact BPS Purchasing.

Program: BASP

Class: 0000

Budget Reference: 0000

• • • • • Follow the standard purchasing guidelines outlined in the purchasing manual to complete the requisition and purchase process.

To request a reimbursement out of your school’s Before/After School Account:

• • • • • Confirm the person is already properly hired or an approved City Vendor by looking them up in BAIS Financials.

          • • • • If you have a question about whether a person is hired or an approved City Vendor, or have questions with the online registration, please email Vendor.Questions@cityofboston.gov or call 617-635-4564

                • New vendors should register online (see step-by-step guidelines for registering online).

                • To update an existing vendor account, follow these step-by-step instructions

        • Complete and submit the Non Order form with details of the expense, funding source, and amount per Superintendent’s Circular FIN-03 .

          • • • • Need help filling out the Non Order form? Check out an example here.

        • Completed Non Order forms and receipts should be sent or dropped off to:

Boston Public Schools

c/o Lisa Greaves, Business Services

2300 Washington Street

Boston, MA 02119

Staff seeking reimbursement out of the account cannot receive reimbursement for tax on purchases.

Reach out to Lisa Greaves or Bob Cass with any reimbursement questions.