Welcome to Purchasing Process where you will find the below forms:
Reimbursement Forms
Travel Reimbursement Forms
Purchasing Process Policy
Tax Exempt Form
Purchasing Reimbursement:
Employees should abide by Riverwalk Education Foundation’s Procedures and should not use personal funds to make purchases unless there is no other practical way to obtain the required goods or services.
In any event, employees should obtain the approval of their immediate supervisor or other administrator prior to making any purchase with personal funds. If an employee fails to do so, the purchase may be classified as “personal” and may not be reimbursed.
DO NOT PAY FOR GOODS or SERVICES UNTIL A PO FOR REIMBURSEMENT HAS BEEN CREATED
PO ISSUE DATE MUST BE BEFORE INVOICE OR RECEIPT DATE (AUDIT)
30 days to claim
Pay for supplies for a festival
Buying food for an Open House Event
Purchase games for after school care
Travel Reimbursement Documentation
Acceptable Documentation: Riverwalk Education Foundation will only reimburse employees for expenses documented by an itemized receipt. Credit card receipts (or other receipts displaying only a total amount paid) will not be accepted. The following documents are representative examples of acceptable documentation supporting a reimbursement request:
•Mileage: Map or other computer-generated itinerary indicating miles traveled.
•Parking/Tolls: Receipts indicating date, location, and the amount paid.
•Taxi/Shuttle: Receipts indicating date, location, and the amount paid.
•Event Registrations: Receipt indicating amount paid (rather than amount owed).
•Airfare: Receipt indicating date, destination, and fare (including baggage fees).
•Lodging: Receipt indicating establishment name and address, room rate, daily itemized miscellaneous costs, and itemized food/meal receipts.
•Meals: Itemized receipts indicating date, location, and amount paid.
•Mileage: Riverwalk Education Foundation will generally reimburse an employee’s mileage at a rate of IRS standard mileage rates per mile. However, district/central office employees cannot claim reimbursement for mileage within city limits, unless they travel to or from a campus, whose distance to the work office is more than 20 miles one-way. Travels between campuses cannot be combined to reach 20-mile limit. Meal and lodging expenses can still not be reimbursed.
•400-mile rule: Riverwalk Education Foundation employees are required to rent a car for the trips totaling more than 400 miles. This provision applies when airfare is not cost effective; or number of days to rent a car does not causes more cost than mileage reimbursement. Riverwalk Education Foundation car rental contract must be used. Assistant Superintendents, Directors or Executives can waive this policy for certain circumstances for the employees if they find it beneficial to Riverwalk Education Foundation. This waiver shall be in writing, obtained prior to the travel, and must be attached to reimbursement form.