Skip To Main Content

Logo Image

2025 Westfield Washington Schools

Logo Title

Purchasing and Reimbursement

PURCHASING AND REIMBURSEMENT PROCEDURES

Purchase Order Process

Please make every effort to purchase items through a vendor that accepts purchase orders. All orders must be pre-approved by the building principal and central office on a requisition form.

  1. The staff member requests an official quote from the vendor. 
  2. The staff member generates a requisition form, attaches it to the official quote and gives it to the bookkeeper.  You must use the Requisition Revised 8/23/22.
  3. The bookkeeper assigns the correct budget account number and requests the principal’s approval/signature.
  4. If approved, the bookkeeper will forward the requisition to the purchasing coordinator at central office or the applicable administrator if further approval is needed. If the items are curricular, consumable or instructional, they must be sent to the central office curriculum department.  If purchasing with grant funds, approval is required by the grant administrator and the requisition should be sent to the Grants Specialist.  If purchasing technology, approval is required by the Director of Technology.  After all approvals have been completed, it is presented to the Assistant Superintendent for Business and Operations for consideration.
  5. If approved, a purchase order will be generated at central office.
  6. Orders for merchandise will be placed by central office.
  7. The bookkeeper will receive a copy of the purchase order once the merchandise has been ordered by central office.

When supplies arrive and are inventoried, please notify the bookkeeper immediately if there are any discrepancies in the order. Invoices cannot be paid until the staff member confirms receipt of the merchandise ordered by signing and returning the packing slips to the bookkeeper. If no packing slips are received, please verify by e-mail and reference the PO number.

Corporate Credit Cards

Corporate credit cards are available at central office to make purchases. A requisition form must be completed and approved prior to credit card usage. After approval has been granted and a purchase order is generated, the credit card must be signed out and returned to central office. Contact Cindy Nicole at extension 10019 to make arrangements to pick up credit cards (8:00 a.m. to 4:00 p.m.). Please personally return credit cards to central office the same or next business day. The original receipt needs to be given to your building bookkeeper or other designated person. You are personally responsible for purchases incurred during the time it is checked out by you.

Following is a list of corporate credit cards stored at central office:

  • Hobby Lobby
  • Kroger

Personal Reimbursement

All purchases must be made through the purchase order/requisition process (described above), using company credit cards (listed above) or by working with your building bookkeeper to utilize the principal's credit card as permitted. Personal reimbursements are NOT permitted for district/school/classroom purchases or ECA purchases. Personal reimbursement requests will not be approved except for the following instances: approved mileage reimbursement requests for approved work-related travel, approved meal reimbursements for professional development and approved professional development or ECA-related travel that cannot otherwise be purchased using a company credit card. 

Requests for personal reimbursement must be submitted on a requisition form and approved by the building principal. Itemized receipts should have the form of payment. Credit card receipts should have the four digit card number. If paid with a check, a canceled check copy is required. If the four digit card number is not on the receipt, a credit card statement must be attached to the requisition form. Amounts listed without receipts will NOT be reimbursed. Requisitions with attached original receipts must be submitted to central office within ninety (90) days of purchase.

We are required to pay sales tax on travel-related expenditures (i.e., meals, hotels, car rental, airline tickets, etc.).  Meals during work related travel at establishments commensurate in price with chain eateries or their equivalents in the region (e.g. Olive Garden, Outback Steakhouse, etc.) will be reimbursed ONLY with accompanying original itemized receipts, NOT JUST THE CHARGE RECEIPT.

All hotel stays receipts should have written who stayed at the hotel as well as the purpose of the stay (ex: Indiana Principals Conference). All travel receipts (ex: Uber, Lyft, taxi) should list the reason for the travel (ex: airport to hotel) as well as the purpose of the travel (ex: High Ability Conference). 

All meal receipts should have written on the back who ate, what event you were at, and whether the meal was for breakfast, lunch or dinner. Meals during work related travel will be reimbursed up to the following amounts per person per day: breakfast $20.00, lunch $25.00 and dinner $35.00 (snacks will not be reimbursed). The amount includes taxes and tip. If meals are offered as part of the conference, you will not be eligible for reimbursement for that meal on that day. The tip must be included on the receipt to receive payment. Alcoholic beverages will not be reimbursed. Please have alcoholic beverage purchases placed on a separate check for personal pay. The Assistant Superintendent for Business and Operations may approve any overage of the above amounts for payment.

Mileage Reimbursement

Mileage reimbursement for approved professional development conference and intra-district travel is reimbursed at the Internal Revenue Service approved rate. The 2026 IRS mileage reimbursement rate is 72.5 cents per mile effective 1/2026.  Use the mileage reimbursement form titled 2026 Mileage Claim Form - Begin 1-1-26. Mileage should be claimed from your work address and be either actual beginning and ending odometer readings OR map information (MapQuest, Google Maps, etc.) with the correct mileage claimed attached to the mileage claim form OR board approved mileage (Intra-District Mileage).  This is required by the State Board of Accounts to verify miles for which reimbursement is sought.  Mileage reimbursement requests must be submitted to central office within ninety (90) days of date of travel.

Vendor Payment Schedule

According to IC 5-17-5-1(3):  The political subdivision pays the claim within thirty-five (35) days following the first regularly scheduled meeting of the body or board that is held at least ten (10) days after the body or board receives the claim.

The Westfield Washington Schools’ Board of School Trustees usually meets on the second Tuesday of each month to approve payment of claims.

The board has approved the following items for payment prior to their meetings and recording such on the claim docket for approval at the regular meeting:

  • Obligated personnel, tax, insurance and retirement payments
  • Contract invoices
  • Credit card and other invoices that would incur a finance charge
  • Utilities
  • Invoices with discounts offered for early payment
  • Previously board-approved purchases
  • Postage
  • Other invoices approved by the Assistant Superintendent for Business and Operations

Business Office Personnel – At Your Service

We are fully aware that we work in service to this organization’s core business of teaching and learning. Please do not hesitate to call on us for assistance with purchasing, vendor pay, or any other budget related matters.

  • Dr. Greg Hunt, Assistant Superintendent for Business and Operations
  • Marsha Bohannon, Controller
  • Karen Cross, Grants Specialist
  • Cindy Nicole, Accounts Payable and Special Projects
  • Stacy Luedke, Accounts Receivable Coordinator
  • Kyra Nicole, Deputy Treasurer
  • Trisha Sweet, Accounts Payable
  • Suany Mariona Miranda, District Community Liaison
  • Natalia Brown, District Community Liaison
    • brownna@wws.k12.in.us
    • (317) 867-8000 x10002