Reimbursement

CBC Reimbursement Process

The following process is to be used by CBC Representatives, parents and coaches/directors to be reimbursed for any personal expenditures made on behalf of their organization.

Before and during purchase

• Ensure there are funds on the organization's account to cover the purchase.  If in doubt, consult with the CBC Representative.

• Determine who needs to approve the request based on the amount of the expense.

  • Expenses up to $1000 can be approved by either the coach or the CBC rep (best practice is to ensure both are informed)

  • Expenses over $1000 require both the coach and CBC rep to agree to the expense

  • Expenses over $2500 require a purchase order be submitted in advance.  In these cases, the coach or organization director will submit a PO via Eduphoria in advance of the purchase.  The PO should be approved before the purchase is made.

• CBC will not reimburse for sales tax.  Please ensure the tax-exempt certificate is used for any purchase

  • Regular Tax Exemption Certificate

  • Hotel Tax Exemption Certificate (used only for approved overnight trips)

• Please keep copies of your original receipts to submit with your check request.  CBC will not reimburse for missing receipts

Special instructions for banquets: If you are planning a banquet, do not sign a contract.  Banquet contracts must be forwarded to the JPII CFO for review and signature.

New policy (2024-2025) related to gift cards: Gift cards for JPII employees (coaches, assistant coaches) are not reimbursable through CBC.  This policy has been introduced at the direction of the business office to maintain compliance with Federal income tax laws.  Gift cards presented as honorariams to non-employees of JPIIHS (judges, team mom/dad) may be reimburseable.  Please consult the CBC Treasurer with any questions about this policy.

After purchase

There are different reimburse request processes for parent and school staff as defined below.

Parents (non-staff members)

JPIIHS has adopted a paperless check request process.  Paper forms and receipts are no longer accepted by the business office.  Parents who need to be reimbursed for expenses should email their check request form with supporting receipts in an attached pdf file.

Check requests are only needed for instances where a parent or coach purchased something out of pocket and needs to be reimbursed.  When submitting a check request via email, the parent should copy the CBC Rep on the email to help speed up approval of the request.

1. Complete a check request form.

   • The budget line number can be found in the CBC Chart of Accounts.  If you're unsure what account to use, simply make sure you describe what the expense was for and the CBC Treasurer will ensure the expense is mapped to the right account.

Refer to the CBC chart of accounts found in the Process menu.

2. Your reimbursement request may be process one of the following two ways:

Email Checklist

• Create an email and address it to both invoices@johnpauliihs.org and cbctreasurer@johnpauliihs.org

  • Emails sent to invoices@johnpauliihs.org and automatically imported into the school's accounts payable system.

  • Copying the CBC treasurer ensures your request is approved as quickly as possible, as the treasurer has to review and approve all disbursements.

• In your email CC your approver counterpart, which is either the CBC rep or the coach, whomever is not submitting the request.  Copying both coach and CBC rep may help expedite requests.

• Complete and attach the standard check request form.

• Include scanned or photograph images of supporting invoices or receipts. 

  • There are free phone apps (TurboScan or CamScanner) that reps often use to convert phone photos to a pdf document.  The pdf file can then be attached to the email along with the check request form which is emailed to invoices@johnpauliihs.org.  

  • If you use an iPhone, you can use the Notes apps to scan receipts and convert to a pdf document.

Specials instructions for suppliers who invoice the school directly:  Some suppliers will offer to invoice JPIIHS directly for any purchase.  If your vendor will be invoicing directly, please ensure they include your organization name.  It's also helpful to email to the CBC Treasurer letting them know the date of the expense, your organization, amount and purpose.  This helps reduce or eliminate questions and speeds remittance of payment to the vendor.

• If a vendor is invoicing the school directly, they should forward that invoice in email to invoices@johnpauliihs.org and copy the CBC Treasurer account cbctreasurer@johnpauliihs.org

For coaches or other school employees:

School employees are the only people who still submit paper reimbursement requests to the school business office.  This request form is internal to JPIIHS and is different from the CBC request form used by parents.  

If a coach or staff member needs to be reimbursed from CBC funds, the internal JPIIHS reimbursement form should be filled out by the employee with paper receipts and dropped in the CBC mailbox underneath the front stairs.  These requests are reviewed by the CBC Treasurer and then passed along to the school accounting office.  Reimbursement is processed through HR and added to the employee's next paycheck.