FINANCE

Revolving (petty) Cash Reimbursement 

·    Revolving cash fund is to be used for small unforeseen expenses.  Most of your supplies should be ordered from Office Max or another vendor using a Purchase Requisition (see below).

·    Fill out a B7 (Revolving Cash Fund Invoice and Payment Receipt) form and attach original receipt.

·    Maximum amount allowed in any one day is $150.

·    If necessary, check with Jane to see what your current budget balance is.

·    Remember that it can take up to approximately 6 – 8 weeks to receive your reimbursement check.

Ordering Supplies 

Finance office has Office Max catalogs and order forms for commonly used items.

Use a Purchase Requisition form for other vendors or you can email Jane the details of the items you need purchased. 

Please include the following:  Your name, vendor name and address, description (size, color, model # etc.), quantity, unit, and cost.

Conferences 

When you need to attend a conference, complete the top part of a B9 form.

·    Include your name, title of activity, date of event, sponsoring organization and location. Indicate whether a substitute teacher is required.

·    Attach any flyer or form pertaining to the event.

·    Do NOT sign the B9 form until after the event.

·    If you are claiming any expenses such as lodging, meals, transportation, parking etc. a B9-A form should be completed and signed with original receipts attached.

·    If you drive, you can claim mileage on the B9 form (use Mapquest and use BHMS as the place of origin).

Field Trips 

Bring field trip money to Jane Sahagian at least two weeks prior to your field trip.

Write either your (teacher) name or room number in the memo section of the checks along with the name of the trip eg. Wild Animal Park, SeaWorld etc. in case there is a need to contact the parent/guardian. 

Consultant Services/Guest Speakers

Non-Paid One-Time Speaker  

Sign in at office as a guest (see PUSD Admin. Proc. 4.115.1 for definition of “guest”)

Consultant form: Principal’s discretion; not required by District

Insurance: None required 

Non-Paid Frequent Speaker   (Regular, more than once/semester)

Sign in office as a guest

Consultant form: Yes, form B-74

Insurance: Certificate required from the external sponsoring organization, if any, or the speaker.  If the speaker does not

carry liability insurance, the principal or Risk Mgmt. may waive this requirement.

Paid, One-Time Speaker

Sign in at office as guest

Consultant form: Yes, form B-74

Insurance: Principal’s discretion; certificate encouraged but not required by District

Paid, Frequent Speaker    (Regular, more than once/semester)

Sign in at office as guest

Consultant form: Yes, form B-74

Insurance: Certificate required from the external sponsoring organization, if any, or the speaker.  If the speaker does not

carry liability insurance, the Risk Mgmt. Dept. may waive this requirement on a case-by-case basis.

Notes:

1) All insurance certificates should name PUSD as “Additional Insured.” 

2) There may be instances in which the FAC-28 Facility Use Permit may be better suited than the B-74 Consultant Services Agreement, for example, where the speaker needs additional space to set up equipment or has unusual parking needs.   

These guidelines are subject to change.