CELL PHONE REIMBURSEMENT FORM Name Employee# CampusDept

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CELL PHONE REIMBURSEMENT FORM Name Employee# CampusDept Powered By Docstoc
					                                   CELL PHONE REIMBURSEMENT FORM



Name:                                                                                Employee#:

Campus/Dept.:                                                                        Effective Date:




Option I - District Cell Phone Plan:

              District Cell Phone only - The district will provide a cell phone for me for district use only. I certify
          that I possess my own cell phone that I will use for personal phone calls.


Option II - District Cell Phone Plan with limited personal use:

              District Cell Phone with limited personal use - The district will provide me a cell phone for district use
          and limited personal use. I approve the payroll deduction of $10 a month to cover any personal phone
          calls on this phone.
              I approve the payroll deduction of an additional $10 a month to cover data services on my district cell
          phone.


Option III - Personal cell phone reimbursement plan:

              Personal Cell phone for personal and district use - I will provide my own cell phone and plan to use
          for both district and personal use. The district will reimburse me a flat fee based on 50% of the current
          district bid for a medium cell phone plan.


Option IV - Personal cell phone reimbursement plan with data:

              Personal Cell Phone for personal and district use, with data I will provide my own cell phone and plan
          to use for both district and personal use. The district will reimburse me a flat fee based on 50% of the
          current district bid for a medium cell phone plan plus 75% of the current district bid for cell phone data
          services.




Budget Code: ______________________________________________________________________________


__________________________________________________________________________________________
Employee Signature                                                                              Date

___________________________________________________________________________________________________
Supervisor Signature                                                           Date

___________________________________________________________________________________________________
Asst. Superintendent Signature                                                 Date



White Copy - Business Office
Yellow Copy - Payroll Department
Pink Copy - Employee
                                       IRVING ISD
                             Petty Cash Voucher/Cash Advance
Date:                                                                   *Amount:

Employee Name:

Purpose:

Items Purchased (general description):

Budget Code:

        If Cash Advance:      Amount Given             ________________
                              Amount Cash Returned     ________________
                              *Amount of Receipt(s)    ________________ (put this amount at the top)


Principal/Dept. Director: ________________________________________________
                                         Principal/Dept Director

Received by:               ________________________________________________
                                           Employee Signature

Secretary/Cashier:         ________________________________________________
                                           Secretary/Cashier

        TAPE RECEIPTS BELOW AND/OR ON 8 ½ SHEET - DO NOT FOLD RECEIPTS
          CIRCLE REIMBURSED AMOUNT - DO NOT HIGHLIGHT ON RECEIPTS

        *Sales tax cannot be reimbursed (expect for Sunshine & Flower Fund)
                                                   BUDGET AMENDMENT FORM
DATE KEYED:                                    ACCOUNTING MONTH:                         BUDGET AMENDMENT NO:
         F                                         D
         U                                         E
         N                                 LEV     P               DESCRIPTION                    DECREASE               INCREASE
 FUND    C             OBJECT   PI   LOC    II GR  T    PROJ




Principal/Director’s                                                                          *                      *
Signature:                                         Date:                         Total

Explanation:

                                                                                 *Total Debits must equal Total Credits per sheet

APPROVED BY:___________________________________________

DATA APPROVED
                                                                           _________________________
                                                                               CAMPUS NAME


                              CASH HANDLING RESPONSIBILITIES


I hereby acknowledge that I have read and am aware that I am responsible for complying with cash
handling procedures. In particular, I acknowledge that:


1.     All money collected will be counted, recorded on the appropriate form (Tabulation, Cash Receipts
       Voucher or Miscellaneous Deposit Form) and turned into the office daily in the same form in
       which it was received. I will prepare the forms, not the Cashier/Secretary.
2.     I will not pay for expenses with undeposited money collected.
3.     I am responsible for both safeguarding and accounting for funds received from and/or on behalf
       of students.
4.     All money collected after business hours must be counted, recorded with the appropriate form
       and deposited at the administration building night depository box.
5.     I will keep my copies of the official cashier’s receipts and will maintain adequate financial
       records. I will maintain a spreadsheet summary for all club activity.
6.     I will maintain a positive balance in my organization’s account at all times.
7.     All purchases made on behalf of the student organization will be made by check through the
       district accounting office and approved in advance by the principal.
8.     All fund raising activities and other collections will be approved in advance by the principal
       using the designated form.
9.     At the completion of all fundraisers/activities where money is collected, the Fundraiser
       Reconciliation Recap will be completed and submitted to the cashier for verification within one
       month of the fundraiser/activity.

I understand that I will be held responsible for any funds entrusted to me and that I will reimburse the
student organization or the school for any money which is lost due to carelessness, theft, or fraud.

This form must be completed in blue or black ink and turned in to the office by the 1st day of October.


_________________________________________                      _______________________________
        Teacher/Sponsor Signature                                      Print Name


_________________________________________                      _______________________________
         Class/Club Name                                                Date



White: Cashier/Secretary             Yellow: Teacher/Sponsor                                     09/06
                           IRVING INDEPENDENT SCHOOL DISTRICT
                                 CASH RECEIPTS VOUCHER


Club/Group Name: __________________________________ Club/Group #:

Description/Source of Funds:

Receipts #: ______________ - ______________         Taxable: yes ____ no ____ (required)

Total Coins           _______________

Total Dollars         _______________

Total Checks          _______________

Grand Total           _______________

______________________________________________________             Date:
Sponsor Signature

Verified by: ___________________________________________           Date:

White: Cashier/Secretary         Yellow: Sponsor   Pink: Sponsor

OPR: BO-735
                                                 ________________________
                                                           CAMPUS NAME




CLUB SPONSOR: ______________________________


CLUB NAME: _________________________________




                              CLUB OFFICERS


OFFICER NAME:                                  POSITION:


OFFICER NAME:                                  POSITION:


OFFICER NAME:                                  POSITION:


OFFICER NAME:                                  POSITION:


OFFICER NAME:                                  POSITION:




White: Cashier/Secretary   Yellow: Sponsor
                                             LAPTOPS

HIGH SCHOOLS, DEZAVALA, LIVELY ONLY


LAPTOP FEE                     199      00    5739      00    XXX       000    0   00
   $50 initial laptop fee


REFUNDS               199   00   5739   00  XXX                         000    0   00
  ONLY REFUND IF LAPTOP HAS NOT BEEN ISSUED


REPLACEMENT PARTS          192       00       5755      00    XXX       025    1   60
  Campus money – used to replace items


THEFT/DEDUCTIBLE               199      00    5745      00     861      502    2   61
  Deposits Only


REPAIR/DAMAGES              199         00    5749      00    XXX       025    1   60
  Deposits Only
  For Keith Larson use Only


Refunds for students that did not select district insurance – Send to Janice

Once possession of a laptop has been taken place, refunds are not allowed

Send the following information to me for a Refund:
   Copy of the TMS receipt
   Laptop refund form
                                              LAPTOP REFUND

Campus: ____________________


Reason for Refund: _________________________________________________________


Student’s I. D. #: _____________


Student’s Name:


Parent’s Name:


Address:


City: _______________________                      Zip: _______________


Home/Cell Phone #: ____________________ Work Phone #: ______________________


-------------------------------------------------------------------------------------------------------------------

                 TO BE COMPLETED BY AUTHORIZED PERSONNEL:


Amount Refunded: $______________


Authorized Signature: __________________________                               Date: ______________


Cashier Signature: _____________________________                               Date: ______________



Attach a copy of the TMS receipt and send to Accounting Supervisor
TO:            Scott Layne, Assistant Superintendent for Support Services

FOR:           Recommendation to Mr. Jack Singley, Superintendent

FROM:            Name of Principal/Department Head:


                 Name of School/Department:


SUBJECT:       DONATION/GIFT

 Name of Donor (if organization, please include name of president)


 Mailing Address                                                      City                    Zip Code

has offered the following gift:

 Description of Gift:                                                                         Value




Permission is requested to accept this donation/gift for our school/department. The donor
understands that this donation/gift will become the property of the Irving Independent
School District and will be under the jurisdiction of the school/department in accordance
with School Board Policy and administrative rules and regulations. Approved donations/
gifts should be added to fixed asset inventory, if applicable.

 Remarks:




         APPROVAL              DISAPPROVAL                       APPROVAL                DISAPPROVAL




 Assistant Superintendent–Support Services                               Superintendent

 Date:                                                   Date:

NOTE: To enter information, click the mouse inside the box. When completed, click the mouse outside the box.
Form #527 Revised 6/06
                                 IRVING INDEPENDENT SCHOOL DISTRICT
                                   FUNDRAISING AUTHORIZATION FORM



Club or group:                                                      Sponsor:

Date of Fundraiser: Beginning:                                      Ending:

1.) Is this a taxable sale?          YES___________           NO_____________ (required)

     Is this one of your two one-day tax-free sales? YES__________ NO__________ (required)

2.) Description of Fundraiser:

     _______________________________________________________________________________________________

3.) Vendor Name:

     Unit Selling Price $__________________ Unit Cost $___________________ Expected Profit $__________________

4.) Sponsor Signature:

     Principal’s Approval:_______________________________________              Date:




                                           RECONCILIATION RECAP

SALES:
1.   Actual number of items sold                                                                    _______________
2.   Selling price per item                                                                        $_______________
3.   Total Sales (Line 1 x Line 2)                                                                 $_______________
4.   Total deposited for this fundraiser                                                           $_______________




INVENTORY:
1.   Number of items purchased (per invoice)                                                        _______________
2.   Actual number of items sold (Line 1 above)                                                     _______________
3.   Number of items left over                                                                      _______________
4.   Number of items unaccounted for (Line 1-Line 2-Line 3)                                         _______________
     (Attach explanation)


Sponsor Signature:                                                                 Date:




White: Cashier/Secretary                          Yellow: Sponsor                          Pink: Principal (Designee)
       (Reconciliation)
                                GENERAL JOURNAL ENTRY FORM

                      P
 F      F             R    L   LEV   G   D
 U      U   OBJECT    O    O    II   R   E   PROJ          DESCRIPTION             DEBIT          CREDIT
 N      N             G    C             P
 D      C                                T
                     INT




EXPLANATION:




PREPARED BY:                                           AUTHORIZED BY:


DATE:                                                  DATE:

                                         *FOR BUSINESS OFFICE USE ONLY*

APPROVED:______________________________                   JOURNAL ENTRY NO :_____________________________

DATE: ___________________________________                 ACCOUNTING MONTH:_____________________________

                                                          DATE KEYED:
                           IRVING INDEPENDENT SCHOOL DISTRICT
                             MISCELLANEOUS CASH COLLECTION


Club/Group Name: __________________________________ Club/Group #:

Description/Source of Funds:

Taxable: yes ____ no ____ (required)

Total Coins         _______________

Total Dollars _______________

Total Checks _______________

Grand Total __________________

_____________________________________________________              Date:
Sponsor Signature

Verified by: __________________________________________            Date:


White: Cashier/Secretary        Yellow: Sponsor    Pink: Sponsor

OPR: BO-735
       IRVING INDEPENDENT SCHOOL DISTRICT
                     Paraprofessional
            Overtime Request and Authorization


Employee: _________________________________                Date: _________________


Employee Number: _____________              Campus: __________________________


Pay Period: ___________________             Estimated Number of Hours
                                            To be Approved:           __________


Be sure to indicate if the overtime requested is to be paid or comp on the timesheet.


Reason for Overtime:
The stated reason for overtime should be explicit and concise, and should be requested
only for extenuating circumstances and/or special projects.




___________________________                         ______________________________
Signature of Employee                               Signature of Principal
Making Request


___________________________                         __________________
Approval of Personnel Dept.                         Date
                     Purchase Order Request Form Instructions

The purpose of the PO Request form is to ensure your Principal is informed of all purchases
made from their budget.

Form Instructions:

   Mail, Send to School, Hold for Pickup – optional (however, Send to School or Hold for
   Pickup MUST be written on the Originators copy of the PO
   Person Making Request - the person placing an order, getting a reimbursement…
   Vendor Name – name of company supplying service
         For Reimbursement – vendor name and person making request will be the same
         name
   Address – only if known
         Reimbursement checks will be sent back to school, unless otherwise indicated
   Purpose of Request – Reason for PO, detail description of items
   Budget/Activity to be charged – all account codes to be charged on this PO
   Requestor’s Signature – person requesting PO/reimbursement
   Secretary’s signature – must sign ALL request forms
   Principal’s signature – must sign ALL request forms. (In the absences of the principal, VP
   must sign)
   Club Officer’s Signature – One club officer’s MUST sign (if not signed, PO will be
   returned)

All purchase orders must be accompanied with this form:
   • Prepaid PO must include:
      o Originators copy of PO, PO Request form, Receipts/invoices
      o Send all to accounts payable clerk
      o EXCEPTION – petty cash PO’s DOES NOT NEED THIS FORM
   • Confirming PO must include:
      o Originators copy of PO, PO Request form, Order product
      o Once received in hand, receive online, and file-DO NOT SEND TO AP
         (IF invoice is received, circle PO # and send original to AP)
   • Regular PO must include:
      o Originators copy of PO, PO Request form, PO mailed by Purchasing
      o Once received in hand, receive online, and file-DO NOT SEND TO AP
         (IF invoice is received, circle PO # and send original to AP)
   • Blanket PO must include:
      o Originators and vendor copy of PO, PO Request form, Receive online, and file
         DO NOT SEND TO AP
      o Send all invoices to AP, DO NOT GENERATE A PO
                         Purchase Order Request
                                Campus
     Mail                        Send to School                Hold for Pick Up


Date: __________________                          Date Needed: ________________

Total Amount of Order:                                 PO #:

Person Making Request:

Vendor name:

Vendor address:

Purpose for Request:
   (Detail description of item(s)
   Documentation must be attached – invoice, brochure with prices, order form, etc.)




Budget/Activity to be charged:




__________________________________                ____________________________
Requestor’s Signature                                  Club Officer’s Signature

________________________________________
Secretary’s Signature

________________________________________
Principal’s Signature
                     Purchase Order Request Form Instructions

The purpose of the PO Request form is to ensure your Department Director is informed
of all purchases made from their budget.

Form Instructions:

   Mail, Sent to Department, Hold for Pickup – optional (however, Send to Department or
   Hold for Pickup MUST be written on the Originators copy of the PO
   Person Making Request - the person placing an order, getting a reimbursement…
   Vendor Name – name of company supplying service
         For Reimbursement – vendor name and person making request will be the same
         name
   Address – only if known
         Reimbursement checks will be sent back to school, unless otherwise indicated
   Purpose of Request – Reason for PO, detail description of items
   Budget/Activity to be charged – all account codes to be charged on this PO
   Requestor’s signature
         o Signature of person requesting PO/reimbursement
   Secretary’s signature – must sign ALL request forms
   Director’s signature – must sign ALL request forms


All purchase orders must be accompanied with this form:
   • Prepaid PO must include:
      o Originators copy of PO, PO Request form, Receipts/invoices
      o Send all to accounts payable clerk
      o EXCEPTION – petty cash PO’s DOES NOT NEED THIS FORM
   • Confirming PO must include:
      o Originators copy of PO, PO Request form, Order product
      o Once received in hand, receive online, and file-DO NOT SEND TO AP
         (IF invoice is received, circle PO # and send original to AP)
   • Regular PO must include:
      o Originators copy of PO, PO Request form, PO mailed by Purchasing
      o Once received in hand, receive online, and file-DO NOT SEND TO AP
         (IF invoice is received, circle PO # and send original to AP)
   • Blanket PO must include:
      o Originators and vendor copy of PO, PO Request form, Receive online, and
         file DO NOT SEND TO AP
      o Send all invoices to AP, DO NOT GENERATE A PO
                             Purchase Order Request
                                  Department

     Mail                        Send to Department            Hold for Pick Up


Date: __________________                        Date Needed: ________________

Total Amount of Order:                                PO #:

Person Making Request:

Vendor name:

Vendor address:

Purpose for Request:
   (Detail description of item(s)
   Documentation must be attached – invoice, brochure with prices, order form, etc.)




Budget/Activity to be charged:




__________________________________
Requestor’s Signature

__________________________________
Secretary’s Signature

__________________________________
Department Director’s Signature
                             Prohibited Item Collection
                                    Instructions


The following information is in the Student Code of Conduct handbook:


Paging Devices, Beepers, Cellular Phones and Other Forms of Electronic Communication
   Paging devices, beepers, cellular phones and other electronic communication devices
   are not to be used during the school day. These devices must be kept in the student’s
   locker or concealed in the students backpack, purse or picket in a de-activated mode
   (silenced) during the school day. The device must be kept out of view at all times.
   Students in violation of these guidelines will have the item confiscated and only
   returned at the end of the regular school year UNLESS the owner of the device or the
   student’s parent come to the school and pays an administrative fee of $15


Other items and/or devices may be confiscated from the student but can not be charged at
this time.


   •   Complete the attached form for these prohibited items

   •   When chargeable items are retrieved and paid, attach this form to the Munis official
       cashier’s receipt
                                 PROHIBITED ITEM COLLECTION



         Date Received: __________________                         Time Received:


         Location where item was collected:


         Student ID#: __________________________


         Student Name:


         Description of Item:




         Name of Staff member turning in item:



         Received by Secretary/Cashier:




----------------------------------------------------------------------------------------------------------------------------------
                                   COMPLETED BY SECRETARY/CASHIER


         Amount collected: ______________________


         Date item was returned to student/parent:                                _


         Person picking up item: ________________________________________




                                                                         Attached this form to the official cash receipt
            IRVING INDEPENDENT SCHOOL DISTRICT
                   PAYMENT FOR SERVICES




SERVICE PROVIDER:


ADDRESS:




SOCIAL SECURITY #:

VENDOR #:



DATE(S) OF SERVICES:

SERVICE PROVIDED:




PAYMENT AMOUNT:



BUDGET CODE:




_______________________________________________   ___________________
         SERVICE PROVIDER SIGNATURE                    DATE


_______________________________________________   ___________________
         TEACHER/SPONSOR SIGNATURE                     DATE


_______________________________________________   ___________________
             APPROVAL SIGNATURE                        DATE
                          SALES TAX REPORT


                ________________________________________
                             MONTH/YEAR


                ________________________________________
                                SCHOOL



               1. TOTAL SALES        $__________________

               2. TAXABLE SALES      $__________________

               3. SALES TAX DUE      $__________________


          TOTAL SALES DIVIDED BY 1.0825 = TAXABLE SALES
        TOTAL SALES MINUS TAXABLE SALES = SALES TAX DUE



ACCOUNT CODE                                                AMOUNT


ACCOUNT CODE                                                AMOUNT


ACCOUNT CODE                                                AMOUNT


ACCOUNT CODE                                                AMOUNT


ACCOUNT CODE                                                AMOUNT


ACCOUNT CODE                                                AMOUNT


ACCOUNT CODE                                                AMOUNT




PREPARED BY                                                DATE
                           IRVING INDEPENDENT SCHOOL DISTRICT
                             TABULATION OF MONIES COLLECTED

Club/Group Name:                                                     Club/Group #:
Description/Source of Funds:
Official Cashier’s Receipt
  DATE                     STUDENT NAME                                  CASH    CHECK #         TOTAL




                              GRAND TOTAL                            $          $              $
This form must be totaled, sign it, and turned into the campus financial secretary. An online receipt AND the
yellow/pink copy of this form will be returned once funds are deposited.

Sponsor Signature:                                                                     Date:
Verified By:                                                                           Date:___________

White: Cashier/Secretary    Yellow: Sponsor          Pink: Sponsor                       OPR: BO-735
                               DISTRICT PROPERTY REPLACEMENT REQUEST
DATE:

TO:                       Judyann Robinson, Risk Manager

FROM:


LOCATION:


REPORT OF:                     LOSS              THEFT                    VANDALISM

The following item(s) is(are) missing from our building:
  Item(s)                               Serial No.     Fixed Asset#               Date Purchased             Value
  1.
  2.
  3.
      See attached list

  Explanation: Date, time, how, where?




                          All information in this area must be completed prior to processing.
  Date Police Notified: ____________________________
  Name of Officer: _______________________________                       Police Report No.: __________________
  Did the Irving ISD Security Alarm System Detect the Incident? ______________________________
  Date Irving ISD Security Notified: __________________
  Name of IISD Security Officer: ____________________                    ISD Security Report No.: _____________
  Does the item need immediate replacement? ____________________________________________
  If “Yes,” attach justification for immediate replacement, listing make, model no., vendor name.

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
                       ADMINISTRATIVE USE ONLY
             Approved for Replacement / Referred to Purchasing for replacement (if funds available)

             Referred to security for further investigation

             Not authorized for replacement; Campus/department/other funds must be used

Remarks:_______________________________________________________________________________

_______________________________________________________________________________________


_______________________________________________________________________________________
Judyann Robinson, Risk Manager                                          Date

NOTE: To enter information, click the cursor inside the box. When information is complete, click the cursor outside the box.
      Attach Fixed Asset Deletion Form for fixed asset items.
Theft Report - Revised 08/06
                                                                           FORM #1A
                             Irving Independent School District

        REQUEST FOR APPROVAL OF STUDENT ONE-DAY TRIP
School: ________________________________Date of Request: _____________________

Teacher(s)/Sponsors(s):______________________________________________________

Class/Group:_______________________________________________________________

Students (list names or attach list):
____________________________________________________________________________
____________________________________________________________________________
Destination/Place of Event:
____________________________________________________________________________

Date(s) of Event: _____________________________________________________________

Mode of Transportation: Rental Car(s)/Van _____Charter Bus ___ Company___________
Personal Car _____ Airplane _____ District Vans ______ County School Bus__________

# of School Days Students will Miss: ________

Chaperone to Student Ratio (e.g., 1 to 6): ____________________

Expense to the District (include hotel, car/van/bus rental, food expense, etc.):
____________________________________________________________________________

____________________________________________________________________________

Source(s) of Funding:
____________________________________________________________________________

Purpose of Trip:
____________________________________________________________________________

____________________________________________________________________________

Itinerary/Other Information: ___________________________________________________

____________________________________________________________________________

( ) Approved ( ) Disapproved        _______________________________________________
                                          Principal                          Date

( ) Approved ( ) Disapproved        _______________________________________________
                                    Assistant Superintendent for             Date
                                       Teaching & Learning


       Overnight Trip Requests should be submitted to the office of the Assistant
       Superintendent for Teaching & Learning at least 14 days prior to the event.

                                                                          REVISED 11/27/06
                                                                            FORM #1
                             Irving Independent School District

      REQUEST FOR APPROVAL OF STUDENT OVERNIGHT TRIP
School: ________________________________Date of Request: _____________________

Teacher(s)/Sponsors(s):______________________________________________________

Class/Group:_______________________________________________________________

Students (list names or attach list):
____________________________________________________________________________
____________________________________________________________________________
Destination/Place of Event:
____________________________________________________________________________

Date(s) of Event: _____________________________________________________________

Mode of Transportation: Rental Car(s)/Van _____Charter Bus ___ Company___________
Personal Car ____ Airplane ____ District Vans _____ County School Buses____________

# of School Days Students will Miss: ________

Chaperone to Student Ratio (e.g., 1 to 6): ____________________

Expense to the District (include hotel, car/van/bus rental, food expense, etc.):
____________________________________________________________________________

____________________________________________________________________________

Source(s) of Funding:
____________________________________________________________________________

Purpose of Trip:
____________________________________________________________________________

____________________________________________________________________________

Itinerary/Other Information: ___________________________________________________

____________________________________________________________________________

( ) Approved ( ) Disapproved        _______________________________________________
                                          Principal                          Date

( ) Approved ( ) Disapproved        _______________________________________________
                                    Assistant Superintendent for             Date
                                       Teaching & Learning


       Overnight Trip Requests should be submitted to the office of the Assistant
       Superintendent for Teaching & Learning at least 14 days prior to the event.
                                                                          REVISED 11/27/06