Funding

• Grades K-2: $20/Student

• Grades 3-8: $15/Student

• Student supplies are consumable items for individual student use.  Examples include: pencils, markers, paper, scissors, glue, erasers, folders, pens, lap boards, binders, index cards, etc.  These funds are allocated per grade level on a per student basis.

• One of the ways that our school eases transitions for students is to provide them with their individual supplies when they arrive.  This is a huge relief for many of our transient families.

• Students should expect to purchase the following:  a reusable water bottle, a lunch box, a backpack, earbuds or headphones, and water shoes.  Middle School students also purchase a combination lock for their lockers. 

• Team leaders create the beginning-of-year student supply list for the entire grade level.  All grade level teachers should be included in the order, including science.

• Student supply lists should indicate whether the quantity is per student, per classroom or per grade.  In consideration of the transient nature of our student population, a few extra supplies should be on hand to accommodate new students throughout the year.

• The purchase requisition form is used to submit the list.  A separate list should be used for each vendor.

• All supplies are stored in the classroom.  It is prudent not to order the entire year’s worth of supplies all at once.

• Subsequent student supply orders may be placed any time during the year up until March.

• $400/Classroom - New Teacher or $200/Classroom - Returning Teacher

• Classroom supplies are consumable or non-consumable items for teacher use.  Examples include: staplers, chart paper, pencil sharpeners, tape dispensers, office supplies, card stock, file folders, pens, markers, organizational tools.

• Many teachers also order classroom sets of non-consumable student items such as: clipboards, seat pockets and calculators. These funds are allocated on a per person basis to classroom teachers, instructional coaches, interventionists and testing coordinators.

• All fabric items must be Class 1A Fire Rated, and marked as such

• Staff members should complete their own classroom supply requisitions individually to ensure proper recording of expenses.

• Use the Purchase Requisition form to submit the list. A separate requisition form should be used for each vendor.

• $TBD/Student

• Humanities funds enable ELA and Social Studies teachers to purchase classroom library books and subscriptions.  It is essential that teachers create a monitoring system to ensure that classroom libraries are not depleted each year.  Funds are allocated per grade level for K-5 and per ELA and Social Studies teacher in 6-8 on a per student basis.

• Textbook allocations in Mathematics and Science are used to purchase new student texts.  School-based review committees decide on the approved text series.

• K-5 team leaders should complete humanities book requisitions for the grade level; 6-8 ELA and Social Studies teachers should complete humanities book requisitions individually to ensure proper recording of expenses.

• Use the Purchase Requisition form to submit the list. A separate requisition form should be used for each vendor.

• K-4th: $20/Student, 5th - 8th: $75/Student

• Field trip allocations are provided to the grade level in order to support experiences that connect students’ learning in an experiential manner.  Consult the Field Trip Proposal Form and Field Trip Handbook for planning and guidance on field trips.

• $10,000 Annual School Budget

• Professional Development is an integral part of staff members’ growth and development.  SCS provides funding for PD activities that align with the School Improvement Plan (SIP).  More information can be found in the Professional Development section of the Handbook under School Protocols and Procedures.

• PD expenses require prior approval by the principal  and are not reimbursed until the staff member successfully completes the activity, established by a certificate of completion.  The certificate should be submitted along with any receipts for consideration.  See Expense Reimbursement below for reimbursement procedures.

• The PD budget is approved for the current fiscal year.  This requires that all activities must be complete by June 30th and all requests for reimbursement be submitted by July 15th.  Activities that end after June 30th and reimbursement requests submitted after July 15th, are not allowable for the current school year budget.

• All staff are expected to keep their certifications current.  PD funds are not used for certification expenses.

Prior Approval

SCS recognizes that employees who travel far from home to represent the charter school's business interests must forego their living accommodations and may forfeit personal time. Accordingly, SCS will make efforts to provide comfortable and secure accommodations for lodging, meals, and travel for employees. However, these items are not intended to be perquisites and SCS reserves the right to deny reimbursement of expenses that are considered lavish or extravagant. Prior to any travel or entertainment being conducted on the school's behalf, the employee must first obtain the prior approval of the Principal.  If the person making the request is the Principal, permission should be obtained from the Board President.

Travel Arrangements

All arrangements required for business travel are to be made by the individual participating in the travel. For maximum savings on airfares, reservations made 30 days in advance unless this is not possible due to the nature of the trip. Unless otherwise agreed to by the Principal, all expenses shall be paid by the employee to be reimbursed by the school afterwards. SCS discourages the use of cash advances to pay for travel expenses. However, should a cash advance be necessary under special circumstances, and the Principal approves such, all receipts must be submitted for the funds advanced. Any amount not covered by the receipts shall be returned to the school upon the conclusion of the travel. If the funds are not returned, they shall be deducted from the employee’s paycheck. Direct billing to the school from hotels, restaurants, etc. are not permitted.

Expense Guidelines

Expenses will be paid in accordance with the Expense Reimbursement policy located below.

Expense Report Preparation and Reimbursement

All business travel expenditures incurred by employees are reimbursed by submitting a completed Check Requisition form, found in the Expense Reimbursement policy below.  The Check Requisition and all receipts should be submitted within two weeks of return or incurrence of expenses. Any questions regarding completion of the report should be directed to the Principal or Finance Manager.

Local Travel Reimbursement Report Preparation

All local travel expenditures incurred by employees on behalf of the school are reimbursable if approved by the employee’s supervisor. Employees should complete a Check Requisition form for reimbursement. 

• $50/Class/Quarter

• Instructors for Wednesday enrichment have a $50 budget/class to be used on supplies and resources.  Instructors are permitted to request additional funds by filling out a purchase requisition with a rationale attached.  The request should be submitted to the Principal.

• Non-consumable supplies (engineering resources, athletic equipment, books) are supported over consumable materials (arts & crafts supplies).

• Enrichment instructors should check with the Art Teacher to see if requested items are already available.  In addition, it is customary for instructors to send a staff and parent email requesting donations of common items for projects (i.e. toilet paper rolls, egg cartons, cardboard boxes).

• Some middle school elective classes  require specialized equipment or resources.  Special requests follow the same procedure described above.

• Students should not be required to purchase materials for enrichment or electives

• Solicitation of donations must have prior approval from the Principal.

• At times, private donors ask to sponsor a particular classroom.  Classroom donations should be submitted to the Finance Manager.  Teachers will be notified of all sponsorships and must keep track of all expenditures following school financial policies.

• Any donations received are the property of SCS.  

• Funds should be spent within the current school year and support the learning experiences of all of the students.  Some examples of purchases include: a class pet and its supplies, special equipment for the classroom, field trips, headphones, items for holiday crafts.

• Staff members are expected to share information about how funds were used with their donors.  Students are expected to formally thank the donors, with the teachers’ guidance.

• Staff should ensure that donations do not lead to any special considerations or favoritism.

• Other donations may include:  plants, hand sanitizer, cleaning wipes, tissues, paper towels

• It is more manageable to ask for donations at different times of the year, dividing up the class (usually by last name) when asking for donations.

• Remember that our student population represents all levels of socioeconomic status.  No one should feel pressured to donate.

• Staff members should not accept unsolicited donations without speaking to the Principal.

• Plans must be developed and approved by the principal regarding the use of the funds, the amount of funding needed, and the most appropriate way to raise the funds. Fundraisers for general or undesignated purposes may not be conducted.  

• All fundraisers will identify the purpose for the money raised.

• Fundraising is not a prerequisite or on-going recruitment for any student or family to attend SCS.

• The school name may not be used without approval from the Principal.

Staff may consult the Staff Spending 2025-26  at any time to track expenditures.  Check the tabs for each funding source.

The Purchase Requisition is used to request that the school order, receive, and pay for items with your budget allocation.  Requisitions are submitted to the Finance Manager, reviewed for completion, compared to the available budget, and forwarded to the Principal for approval.  Requisitions must include the budget allocation being used for the purchase, vendor information, item number, description, quantity, and shipping or handling charges.  Amazon 'wishlists' should be included in the request to ensure accuracy of your order.

PURCHASE REQUISITION 2025-26 

Expense Reimbursement Policy

This policy provides a uniform system of reimbursement for approved expenditure made on behalf of the organization by individuals. The failure to follow the policies laid out within this policy may result in the denial of a reimbursement request.  

Approval and Responsibilities

The individual wishing to receive reimbursement must receive permission from the Principal before the expenses are incurred. All approval requirements described elsewhere within the organization’s policies apply to prior approval for reimbursements.

Sales tax will not be reimbursed. Employees should use the tax-exempt certificate to provide to vendors to ensure sales tax is not charged.

It is the responsibility of each employee to submit their own Expense Reimbursement form. The Expense Reimbursement form with attached receipts must be submitted to the Finance Manager within thirty (30) days of incurring the expense. The form must be complete and all receipts which match the totals listed on the expense reimbursement form must be provided.  All receipts should clearly list the date of purchase, the business name and location, description, quantity and amount of all items.  The Finance Manager will review all submissions for completion and compare to pre approved budget prior to submission to the Principal for approval.  Reimbursement shall be effective within fifteen (15) days after approval.

Rules Relating to Specific Reimbursement

Materials and Supplies

Generally, materials and supplies are to be purchased using the Purchase Requisition procedures.  In special circumstances, the Principal may approve purchases of school materials and supplies and allow for Expense Reimbursement.  These purchases must have prior approval from the Principal for consideration.  Original receipts must be included with the Expense Reimbursement submission.  All items purchased in this manner must be clearly marked as Property of Sigsbee Charter School.  Online purchases must include proof that items have been both paid for and actually received.  Order confirmations and shipping confirmations are not evidence of receipt.  Items may be brought to the office for verification if confirmation of receipt is not available.  

Lodging

Judgment should be used in selecting appropriate accommodations. The school will only reimburse rates up to the rates defined by the U.S. General Services Administration (GSA) current Per Diem Rates for the location to which is being traveled to. The approved rates are accessible from the GSA website.

Suite accommodations are not permitted; the organization pays only for single rooms. An upgrade to a security room is a personal expense unless the hotel is in a place or a city that is designated to be a risk to all travelers.

If late arrival is guaranteed and the reservation must be canceled, the cancellation must be made within the time allowed. The organization will not pay for no-shows. All charges shown on the expense report form should be itemized to show hotel charges, meals, telephone charges, etc. In-room movies and use of mini-bars are considered personal expenses and therefore not reimbursable.

Vehicle Transportation

Every effort should be made to use the lowest priced transportation available. Reimbursement will be made for the following modes of transportation:

• Commercial airline travel will only be reimbursed for coach class unless approved by the organization.

• Rental cars. Additional insurance may not be purchased without approval. 

• Personal auto used for business will be reimbursed at the prevailing IRS mileage allowance. The mileage reimbursement rate covers all vehicle expenses including gas, insurance, and depreciation.

• Cost of taxi or bus to hotels or airports from place of business or residence.

Meals

For out-of-county travel, employees shall be allowed reimbursement for subsistence. Subsistence allowances for meals shall be paid in accordance with the rates defined by the U.S. General Services Administration (GSA) current Per Diem Rates for the location to which the individual is traveling. The approved rates are accessible from the GSA website. The meal plus no more than 20% for gratuity will be reimbursable if approved.

Training, Conferences and Seminars

Registration fees or similar expenses for approved training courses, conferences, seminars, and conventions are reimbursable if approved in accordance with school administration’s expectations

Donations or Contributions

Donations or contributions are not reimbursable expense items.

Grant Funded Expense Reimbursement

If grant funds are being used for expenses the specific terms and conditions of the grant will control approval and allowable expense requirements.

CHECK REQUISITION (Reimbursement/Check Request): to get reimbursed for your pre-approved, completed purchases.