Budget/Purchasing Information

BUDGET

The School Budget will be prepared in September this year. Budgets are initially prepared at the building level and incorporated into the district budget, which is submitted for board approval in November. Once the budget is approved at the Annual School District meeting, building principals will inform staff of timeline for submitting requisitions for purchases.

PURCHASES/REIMBURSEMENTS

Employees must have an approved purchase order prior to making any purchases. If a purchase is made prior to the creation of a purchase order, the employee may be personally responsible for the cost of the item(s). Submission for reimbursement must be made within one month of the purchase. Failure to submit for reimbursement in a timely manner may result in the District not authorizing reimbursement.

The steps to make a purchase are outlined below:

Purchases

1. Staff member discovers an item necessary for the education of young people.

2. Staff member asks office manager, department chair, or reviews budget his/herself to determine if there are funds available for the purchase.

3. Staff member completes or requests the completion of a purchase order.

4. The principal/business administrator approves the purchase order.

5. The P-Card is funded or the purchase order is approved.

6. The purchase is made.

7. The packing slip/receipt is obtained on delivery and sent to the SAU office.

8. Payment is made.

9. Receipts must be turned into the SAU business office within two business days of purchase. If you make a purchase online, the receipt received thru email can be forwarded to kmorse@sau66.org or mclark@sau66.org.

Travel reimbursements – Employees must fill out the travel reimbursement form and submit at least on a quarterly basis for payment to be processed. Failure to do so will result in payments being denied for the time period more than one quarter past. Please connect with office managers to encumber the funds.

Employee purchases

The Hopkinton School District has adopted a purchasing card system. The use of this system provides the school district with a financial benefit (a percentage of the purchases). It is for that reason the use of employee credit cards is highly discouraged and can only be used with prior approval of a building administrator and business administrator. (Please note that all purchases made by credit card must be verified with the credit card in hand by the building Principal.)

To be eligible for use of a Purchasing Card:

The employee must attend a purchasing card orientation provided by the business administrator.

The employee must sign and adhere to the established purchasing card agreement.

Failure to adhere to the agreement will result in the revocation of the card. Depending on the infraction, the employee may also be subject to disciplinary action.

PLEASE NOTE: STUDENT ACTIVITY ACCOUNTS CANNOT BE REIMBURSED BY THE GENERAL FUND.

Receipts

· Original receipts are required for all expenses submitted for reimbursement. The receipt must indicate that payment was made in full.

· Documentary evidence will be considered adequate if it shows the amount, date, place and essential character of the expense.

· A canceled check, by itself, does not prove an expense without other evidence to show that it was for a business purpose.

· Receipts need to be turned into the office within two business days of purchase.

· When a personal credit/debit card is used, an administrator must verify the card number to the purchase receipt.

Charter Bus Cost For Field Trips

Prices are round trip for one bus only:

For Athletic or field trips, the cost is $2.90 per mile and a $30.50/hr wait time fee. The minimum charge is $155. Prices must be checked in the main office before permission slips are sent home. The wait time charge begins once you reach your destination and ends when you leave.