HOW TO SUBMIT A CLAIM This tutorial is designed to give you detailed directions for processing a claim for reimbursable funds. Please note that you can find many useful forms to aid in recording your travel and other expenses on the District’s webpage under the STAFF tab (see Travel near the bottom).

Reimbursement Instructions AKA: What you need, to submit a claim There are several forms used to track travel expenses. These forms will help you track your miles and travel expenses for reporting. Process / Requirements: (Policy 6830 & 6830-R) Complete the yellow “Internal Claim For Payment” form Attach your mileage tracking form (or itemize travel on the claim form) Attach Google map for trips out of District Use District Mileage Chart for travel between buildings Attach ORIGINAL itemized receipt for other expenses (meals, tolls, parking, etc. ) Principal / Administrator must assign account where funds are being paid from and sign form. Attach a Completed Purchase Order Exception form. Remit packet to the Purchasing Agent in the District Office

Some Forms you may find helpful We have included some forms on the District webpage under STAFF for your convenience. Statement of Automobile Travel This form is in Excel format so that you can type into it or print it and write on it as you go. Don’t forget to save it to your file! Conference Reimbursement Form (2 pgs) This form can be used to help track expenses while attending a conference or workshop. Non-itemized Travel Reimbursement Form This form should only be used for Metro Cards or other non-itemized receipts.

Forms are located in each building’s Main Office. THE YELLOW CLAIM FORM: Your name goes here The Principal / Supervisor signs here: Check the box for your building Enter the date here: Enter the codes you will be paid from and the amounts here. (Administrator will assist you with this if you need direction.) In this area put the reason for the claim, give quantity, what the payment is for, include dates, attach mileage worksheet if used complete the per unit cost and the total expense for each line item or see attached if using a work sheet that give this detail. Put who the check will be made out and sent to here. Put in the vendor number (if known) enter the company name or your name if this is being paid to you. Include your full home address & phone # here. This form must be used to submit a mileage / travel claim. Forms are located in each building’s Main Office. Don’t forget to total the page and attach original receipts for refunds.

PO Exception Report One of our goals for the District beginning the 2015-2016 school year was to greatly reduce the use of CLAIM forms. Purchase Orders should be used for ALL anticipated travel and expenses. ALL CLAIM FORMS must be accompanied by the Purchase Order Exemption Report (found on the website under the staff tab, under Travel (toward the bottom of the listed topics). The form must be signed by your supervisor and attached to your CLAIM form when submitted. SAMPLE

HPCSD Building to Building Mileage and Other frequently used locations Google maps are not required for trips listed below. Note that mileages shown are one way, double for a round trip)