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Saint Paul Public Schools, District 625
360 Colborne Street
Saint Paul
MN
55102

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Employee Monthly Expense Reimbursement

Who Completes This Task: Employees Seeking Reimbursement

Timeframe: Submit within 30 days of month end

Process

All purchases must follow the Purchasing process. SPPS employees can request reimbursement if they find that they must make a purchase using their personal funds. Public purpose is the guiding principle and unallowable purchases will not be reimbursed (eg: flowers for funerals or birthdays are not allowed, but flowers for student activities would be allowed).  Employee union contract purchases must be routed to Human Resources for approval first.  If purchase was made via credit card, the employee must be the account holder.

  • SPPS employee should not purchase goods and services on behalf of the District with personal funds.
  • Reimbursement requests should not exceed $250.00.
  • Please include proper supporting documentation (receipt; invoice) and purpose of the purchase.
  • Submit the form within 30 days of purchase.

*** AMAZON PURCHASES WILL NOT BE REIMBURSED ***

ALL Amazon purchases should be made through the SPPS Amazon Business Account by authorized users.  Please contact your school or department clerk to order from Amazon.

Criteria

  • SPPS employee purchased allowable items, up to $250, with personal funds.

Steps

  1. Open the fillable Employee Reimbursement Form PDF.
  2. Complete the form.
  3. List receipts separately.
    1. Create a line for each expense.
    2. State the purpose of each purchase.
  4. Sign and date the form.
  5. Have your supervisor sign and date the form.
  6. Scan the report and all receipts into one pdf
    • Name the PDF with month and year (eg: OCTOBER2015, APRIL2017)
  7. Submit to the school or program clerk to enter into PeopleSoft
    • Please submit within 30 days of the purchase.

Documentation Required

  • Original itemized receipts 
  • Purchases for food that isn’t for family and consumer science, core instruction, or community education must have a food approval attached.
  • Completed Employee Reimbursement Form
  • *** AMAZON PURCHASES WILL NOT BE REIMBURSED…  ALL Amazon purchases should be made through the SPPS Amazon Business Account by authorized users.  Please contact your school or department clerk.***

Why This Is Important

  • To reduce the volume of vouchers for employee reimbursements
  • To reimburse for purchases in an acceptable time frame
  • Receipts turned in more than 30 days past the end of the month will not be reimbursed

Related Topics

Mileage Reimbursement