VAN DYKE PUBLIC SCHOOLS

REMITTANCE REQUESTS

It is each employee’s duty to be fiscally responsible. This includes spending wisely so that the district’s limited resources go further. Ways to do this include using purchase orders (best prices and no sales tax), planning ahead, and paying invoices on a timely basis.

To ensure prompt processing of your Remittance Request, make sure that the remittance request form is complete and accurate. If it is not, it will be returned (see page 2).

  • Attached original receipt or invoice
  • For reimbursements provide proof of payment
  • Obtain proper authorization signature. Note: An employee cannot approve his own reimbursement.
  • The ASN must be provided and appropriate,e.g. charge supplies to a supply account, purchased services to a purchase service accounts, capital outlay items to capital outlay accounts, etc. Code according to actual type of expense, not where budget funds are available.
  • Remittance is for compensation for service performed by an independent contractor.

The district may be required to provide a 1099 MISC at the end of the tax year.

Therefore, please provide completed W9 (form attached).

  • Remittance is for compensation for services performed by an EMPLOYEE; therefore,

submit to payroll. Include employee’s social security number.

Some reimbursement guidelines:

  • Items purchased must be for school related purposes
  • Sales Tax: As a rule, the district does not reimburse for sales tax. The use of purchase orders or tax exempt letter prevents sales tax from being charged. The exception to this is tax applied to meals while on district related travel.
  • Meals: The maximum daily allowance is $31.00 when on district related business. Detailed bills, not simply a charge receipt, must be provided.
  • Mileage: Reimbursed at IRS standard mileage rate. The rate for 2004 is 40.5 cents per mile. Rates are adjusted January 1. Miles driven is the based on the actual number of miles driven. When departing from a location other than your normal work location, e.g. home, report the lesser distance of home-to-destination or work-to-destination.
  • The district does not reimburse for :
  • Tips in excess of 15%
  • Gift cards
  • Gifts
  • Alcoholic beverages
  • Other:
  • If forms or invoices need to be mailed with your payment, please note it on your request and provide a copy of the paperwork. The original will be mailed and the copy retained by the business office.
  • Note any other special instructions on the remittance form and HIGHLIGHT them.

Accounts Payable Cycle:

  • Checks will be processed weekly.
  • Completed Remittance Request received in the Business Office by NOON on TUESDAY will be processed for payment on THURSDAY.
  • Please plan ahead and process invoices upon receipt.

Any questions, contact Phyllis Judd 758-8340 or Kay Dankovich 758-8336.

VAN DYKE PUBLIC SCHOOLS

MEMORANDUM

To: ______

From: Phyllis Judd

Date: ______

The attached Remittance Request is being returned for the following reason(s):

_____ Original receipt (invoice) needed.

_____ Proof of payment required. District will reimburse employee if employee can provide

proof that payment has been made OR district can directly pay invoice.

_____ Original signature needed.

_____ Authorization signature needed.

_____ Authorization signature required; employee cannot approve reimbursement to self.

_____ Account number is missing, incomplete or not valid.

_____ Remittance copy of order form/registration form missing.

_____ Please verify account number. Account number provided is for ______

______.

_____ Documentation required supporting pricing on order. Please provide copy of catalog

page which shows pricing.

_____ Remittance is for compensation for services performed by an EMPLOYEE; therefore,

submit to payroll. Include employee’s social security number.

_____ Remittance is for compensation for service performed by an independent contractor.

The district may be required to provide a 1099 MISC at the end of the tax year.

Therefore, please provide either a social security number (for individuals) or a tax

Identification number (TIN for business).

_____ Other: ______

______

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8/2004