Pre-Purchase Approval
Before spending personal funds, the individual must receive approval from the appropriate overseeing authority.
The request should include the estimated cost and the specific need for the item.
Point of Purchase (Tax Exemption)
Individuals must present the St. Joseph Public Schools Tax-Exempt Certificate to the vendor at the time of sale to receive tax exemption.
Note: By law and district policy, the program cannot reimburse for sales tax. If tax is paid, that portion of the expense will be the responsibility of the purchaser.
Documentation Requirements
An itemized receipt is required for every reimbursement.
The receipt must show exactly what was purchased, the date, and the vendor name.
Submission and Deadlines
Reimbursement requests, including the itemized receipts and proof of pre-approval, should be submitted to the Robotics Coordinator as soon as possible.
Final Deadline: All reimbursement requests for the year must be submitted by the end of the program season. Requests submitted after the season concludes may not be eligible for payment.
Processing
Once the RC verifies the documentation, the request is sent to the district for a reimbursement check to be issued. Please allow for standard district processing times - up to three weeks to process and one week to mail (four weeks total).
Robotics Coordinator (RC)
Authorization: Review and provide approval for non-team specific purchases before they occur.
Verification: Confirm that submitted receipts are itemized and that no sales tax has not been included in the reimbursement total.
Submission: Forward approved reimbursements to the business office for processing.
Coaches (Team Specific)
Authorization: Review and provide approval based on the provided budget for purchases made on the team's behalf prior to the purchase being made.
Mentors / Volunteers
Pre-Approval: Obtain permission from the Robotics Coordinator or other reasonable authority (like Team Coach) prior to making any purchase.
Tax Compliance: Utilize the district’s tax-exempt certificate at the time of purchase, or pay sales tax out of pocket. Sales tax cannot be reimbursed.
Documentation: Maintain and submit itemized receipts for every transaction.
SJR.03.0001 Rev A
M.Vance 2/4/2026