Page 280 - 2021-2022 New Hire Benefits

Use the School’s Check Request Form for reimbursement requests. Fill it in completely, and indicate the 12-
digit budget account number(s) to be charged. Please note:
• Receipts – The IRS requires original receipts for all expense reimbursement amounts. Single line
references on credit card statements without a backup receipt are insufficient. Receipts must be
organized in the order shown on the credit card statement (or by date, for cash payments), and any
personal charges should be clearly noted.
o Special requirement for meals: The detailed, itemized restaurant receipt must be
submitted. For any meal receipt that includes food purchased for someone other than yourself,
the IRS requires that you list the names of all diners and the business purpose of the meal.
o Special requirement for mileage: For reimbursement, a check request should be submitted
to the Business Office with MapQuest documentation showing the actual route driven and the
route for your normal commute to work. The reimbursement will be calculated as actual miles
traveled less the mileage for your normal commute to and from work, multiplied by the current
IRS per-mile reimbursement rate.
• Approval –Division Heads should review and approve their employees’ forms prior to submittal. Division
Heads are responsible for ensuring that the expenses were business-related , and for the impact of
those expenses on their budget.
• Timing – Reimbursements should be submitted in a timely manner due to their impact on the accuracy
of departmental budgets. Reimbursements for expenses that are more than 60 days old will not be
paid unless extenuating circumstances are documented. Timely receipts are especially important near
fiscal year-end (August 31st).

SCHEDULING OF CALENDAR EVENTS

The Master Calendar is available through provided URL's for subscription. Once the new school year begins,
employees must follow the procedures listed below in order to add an event to the Master Calendar.
• Two weeks before the date of the "new" event, the employee submits a completed Special Event
Form to their direct Supervisor. The event form is found in the faculty room or the Faculty and Staff
Resource Board.
• The Supervisor must sign off on the Event form before sending it for approval to Howard Wright.
• The Calendar Coordinator, after checking the Master Calendar, approves the special request and sends
it to Business Office for review with Buildings and Grounds Staff at weekly meetings. Any event
forms not received within the two-week time period are subject to cancellation. If there is a
conflict, the Calendar Coordinator will contact the appropriate employees in order to resolve it. The
Leadership Team will resolve any major conflicts.
• The "Weekly Space Sheets" (which details room usage on a weekly basis) are kept in the Calendar
Coordinator's office. Anyone who wishes to check the availability of a room is welcome to do so.

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