As a School District utilizing tax payer funds, we are committed to being fiscally responsible and utilizing funds to support the students of Deming Public Schools.
The Bank of America card is available for convenience, but not required. You may use your personal funds and submit receipts for reimbursement.
In order for an invoice to be paid on Friday, it must be received by the Accounts Payable department by Tuesday at 9:00AM
RECEIVING
• Items must be received in Visions within three (3) days of being delivered to site.
• Only amount verified should be entered into Visions.
• Items need to be entered as they come in – do not wait until all items on purchase order (P.O.)
have been delivered.
• Packing slip and all other pertinent paperwork needs to be uploaded and attached after receiving.
• Invoices sent to site need to be emailed to:
[email protected].
RFR’S (Request for Reimbursement – federal and state funds that are reimbursable)
• Reports and documentation are emailed to secretary and director for approval, usually on a monthly basis.
• Director will email approval once reports and supporting documentation are verified as correct.
• Information is uploaded into OBMS (Operating Budget Management System)
• For purchases of a single asset/construction acquisition over $5,000.00, PED form is required to be submitted by director.
https://webnew.ped.state.nm.us/
• Once travel procured through a federal or state fund is complete, director or secretary need to inform finance:
[email protected].
Travel Reimbursement
• A Travel Log or Per Diem form is required for all Non-Student related travel. • Always download a Travel Log or Per Diem Form from the District website Forms for each use. Do not save the forms to your computer as changes are frequently made to the forms to reflect changes in rates and policy.
• The following documentation is required for ALL TRAVEL except student travel:
• Agendas
• Certificates of Completion, if applicable, documents certifying attendance and/or successful completion of the program
• Event registration invoices/receipts
• Airline reservation invoices/receipts, if applicable.
• Hotel room rates cannot exceed $215.00 per night, including fees and taxes, without prior approval of the Superintendent.
• Per Diem reimburses a flat rate for hotel and meals. Any other travel expenses will require complete and legible receipts for reimbursement.
• Travel Logs reimburse for actual expenses and requires receipts, both detail and summary if applicable, for all expenses incurred.
• When filling out a Travel Log:
• Use the left side of the form to enter expenses charged to a District Bank of America card.
• Use the right side of the form (Out of Pocket) to enter expenses paid by ANY MEANS OTHER THAN a District Bank of America card.
• TIPS are limited to a maximum of 20% per DFA Model Accounting Practices Manual Fin 5.8D.
• Enter meals in the correct 24 hour period using the time and date shown on the receipt.
A Purchase order must be in place before travel begins.
The PO must have lines for registration, airfare or other travel means, hotels, parking, meals, ground transportation or car rental.
DO NOT upload a District B of A card number to any ride share service, i.e. Uber, Lyft etc. Use personal accounts for ride share services, get detailed receipts for each ride, and submit them on your travel log in the “Out of Pocket” section.
Student Travel
- All Student Travel will need a Purchase Order in place for registrations, meals, and hotels prior to going on the trip. Please use object 55817 unless you are using Federal Funds.
- Hotel room rates cannot exceed $215.00 per night, including fees and taxes, without prior approval of the Superintendent.
- Transportation, vehicle and/or driver, will need to be obtained by submitting a Trip Tracker request.
- Student Meals are to be set at $15.00 per student per meal for trips.
- TIPS are limited to a maximum of 20% per DFA Model Accounting Practices Manual Fin 5.8D.
- When using Federal Funds, you must:
- Enter the PO and Trip Tracker request using the Prepaid Student Travel Account object account 19015.
- Once the trip is complete and all expenses have been paid, please contact [email protected] to move the funds to the Student Travel account.
Lesson Plans or additional justification must accompany the Trip Tracker request for submission with the RfR
Bank of America Card Users
• There must be a purchase order in place before the Bank of America card is issued by the secretary or director.
• Return receipts for all purchases, both detail and summary if applicable, to the card issuer in your school or department when the Bank of America card is returned.
• Lost receipts require an affidavit with the superintendent signature. If an employee has more than one affidavit in a school year, they will not be able to use the Bank of America card for the remainder of the school year. If they have two affidavits of lost receipts for two consecutive years, they will no longer be able to use the Bank of America card for travel.
• When using personal funds, the District will reimburse the first lost receipt with the signed affidavit. Any further lost receipts will not be reimbursed.
Cancellation/Non Completion
Employees who are unable to attend the professional development due to an emergency, need to notify their supervisor as soon as possible so that the District can mitigate the financial impact of the cancellation. The employee should make themselves aware of the cancellation policies and cancel as soon as possible.
When the District pays for training and/or certification for an employee, the District will pay for the initial training and/or certification, but any subsequent trainings are the responsibility of the employee. If the training and/or certification is paid with federal funds, and the employee is unable to successfully complete it, then the department or school site operational budget will have to pay for the training.
Abuse of the cancellation procedure may result in future training opportunities being withheld
Forms