Susan Lindgren 01-107 Expenditure Procedures for 2013-2014

For 2013-2014, from the Susan Lindgren general fund, named 01-107:
Kindergarten teacher will have $242 per class.
K+ teachers will have $363 per class.
First grade teachers will have $363 per class.
Second grade teachers will have $396 per class.
Third grade teachers will have $479 per class.
Fourth grade teachers will have $462 per class.
Fifth grade teachers will have $429 per class
Specialists and sped teachers please see your local principal for fnancial support
01-107 money is intended to be spent for and on this years students. We cannot place
catalog orders through the district after April 1. However, we can still make cash purchases and get
reimbursed until the last day of school. 01-107 money is called school operations money, to
diferentiate it from PTSO funds.
01-107 money may be spent for any and all educational expenses, instructional
materials, feld trip expenses including busses, etc. There is no predetermined breakdown of the
use of the funds. Team expenses will be charged back against individual accounts.
As written in Minnesota statute, the district must provide basic educational materials, e.g.
books, Weekly Readers, art supplies, etc. We may not charge students for those things.
Teachers may spend 01-107 money in one of two ways: 1) take a catalog with the desired item
marked and ask Bridgett to order it with a purchase order, or 2) purchase the desired item(s) and
submit receipts for reimbursement.
To receive reimbursement for expenses you have made, please submit the original
receipts, with the amount payable on each receipt circled, attached to a completed green
check claim form to Bridgett, as per standard UFARS accounting procedures. Check claim forms
are available in the forms drawer in the ofce. When flling out the green form, under explanation
of purpose, put reimbursement for... After coding the expense, we will submit the form and receipts
to the district ofce for payment. Typical turn around time for a check from the district is 7-14 days.
01-107 cannot legally reimburse you for tax. So, even if you paid tax, circle the pretax total
for 01-107 expenditures. To avoid tax, you must either place orders through Bridgett, or fnd stores
that will accept our tax exempt number. Legally, stores cannot exempt individual teacher expenses.
However, some stores have decided to cover that expense. Our MN tax exempt # is 800 4740.
Because of the serious paperwork problems related to a food of reimbursements at one time,
teachers should submit receipts to Bridgett as they occur within reason. Please try to submit receipts
by January 10 and May 31. Please dont submit individual requests for reimbursement for less than
$10, unless youre really that broke.
Bridgett will maintain a balance sheet for 01-107 money. She can usually give you your
balance on the same day, but it might require longer. If you make an email request, she will put a
printout in your mailbox soon thereafter.
Field Trip Procedures
Westwood trips
Teams schedule trips with Bridgett.
She then orders busses and places trips on the calendar.
She pays Westwood with PTSO money.
There is no cost to classrooms for Westwood trips. PTSO pays the admission. The
school pays for busses.
Other day trips
Teams may plan up to three feld trips in addition to Westwood.
The total cost of day trips includes admission fees plus busses.
Teams must plan for the total cost.
PTSO is funding $28.50 per student for grade level feld trips.
Teachers may ask parents for up to $20 total for the year for feld trips.
Checks for feld trips should be written to the school, not to PTSO.
Money collected for a grade level trip should be gathered from the whole team by the
team leader, counted, and turned in to Bridgett in bank ready form.
There is a new minimum charge of $150 per bus for trips in SLP.
Team leaders should ask Bridgett for a bus order form when team decides on a trip.
The form should be completed and returned to Bridgett as soon as.
Bridgett orders all busses. She cuts checks for admissions and pays the bus bills.
Bridgett maintains team balance sheets for feld trips.
Party Money
Teachers may keep party money in an envelope in the vault. Bridgett cashes checks written to
the school and cashes them out into the envelopes in the vault. She does not keep track of it. She
doesnt manage it. It just lives in the vault and hopes that it never gets audited.
Teachers may ask parents for up to $10 total for the year for parties.
Please do not sit on parent checks longer than 2 or 3 weeks for anything. It is
embarrassing to have parents calling about uncashed check months later and/or having to ask
parents to reissue checks and/or having to account for bounced checks months after the fact.