Plumas Lake Elementary School District

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Business Services

Clear steps for purchasing and reimbursements.

Find instructions and forms for District purchases, conference and travel expenses, and mileage reimbursement. Review approval requirements and required documentation before making purchases or submitting claims.

Purchasing & Purchase Orders

District purchases must be made using a purchase order, except for the situations listed below.

Purchase Order Exceptions

Salary payments
Travel advances
Travel expense reimbursements
Preapproved petty cash purchases
Extreme emergencies involving student or staff safety
Vendors that do not accept purchase orders or checks

Purchases Requiring Additional Guidance

Contact the Business Services Office for:

Supplies or equipment exceeding $119,100
Public projects exceeding $15,000

How to Purchase Goods or Services

1. Prepare and Submit Your Request

Complete a purchase requisition and attach supporting documentation, such as a quote or shopping cart. Submit it to your site secretary or director for approval and forwarding to Purchasing.

For regularly purchased supplies and materials, you may request an open or blanket purchase order.

2. Requisition Review

Purchasing will review the request for completeness and required approvals. Incomplete requests will be returned to the requester.

3. Funding Verification

Business Services will confirm that funds are available. If additional funding is needed, the site administrator or director must request a budget transfer.

4. Purchase Order Processing & Ordering

Business Services processes completed purchase requisitions on Mondays and Wednesdays.

A copy of the purchase order will be sent to the requester by email or intra-district mail. The requester must then send the purchase order to the vendor and place the order.

5. Confirm Delivery

When your order arrives:

- - Compare the items received with the packing slip.
  - Note any missing items or discrepancies.
  - Initial and date the packing slip.
  - Promptly send it to Accounts Payable by email to accountspayable@plusd.org or intra-district mail.

If no packing slip is included: Email Accounts Payable with the items received, quantities, and delivery date.

Orders delivered to the District Office will be received by office staff and forwarded to the appropriate site or department.

Purchasing Reminders

Topic What You Need to Know

District Vendor Accounts	The District has accounts with vendors, including Amazon and Office Depot. Contact your site secretary for ordering instructions.
Purchases Requiring Purchase Orders	Printing, seminars, conferences, subscriptions, and memberships must be purchased using a purchase order.
Travel & Conferences	Include who is attending, what the event is, when and where it takes place, and its business purpose. Attach the registration form showing the conference date and cost.
Sales & Use Tax	Include applicable tax when calculating purchase amounts. If a vendor does not collect sales tax, the District is still responsible for applicable use tax.
Check Required with Purchase Order	Add a separate line labeled “For Payment” to the requisition and highlight it.
Current Pricing	Use current vendor websites or request a quote to confirm prices.
Gifts of Public Funds	District funds cannot be used for prohibited gifts. Items such as gift cards, flowers, personal items, cash, and shirts may raise gift-of-public-funds concerns. Contact Business Services before purchasing these items.

Questions? Contact the Business Services Office.

Conference & Travel Reimbursement

Use the Conference and Travel Expenses Reimbursement Form to request payment or reimbursement for District business travel. Include the business purpose, required documentation, and supervisory approvals.

Submit claims to Business Services within 60 days of the expense.

How to Submit Your Claim

1. Complete the Reimbursement Form

List your actual expenses and explain the business purpose of the travel. The District reimburses actual expenses only, subject to approved limits.

2. Attach Required Documentation

Please Include:

- - Original itemized receipts for lodging, registration, meals, public transportation, and miscellaneous expenses.
  - Itemized credit card receipts for meals. Meal expenses without the required receipts will not be reimbursed.
  - A conference registration form or agenda showing the conference name, attendee, location, and dates.

3. Obtain Signatures

The form must be signed by both the employee and administrator.

4. Submit to Business Services

Send the completed form and supporting documents within the 60-day deadline.

Meal Reimbursement

Meals included in conference registration cannot be claimed separately. Other meals require original detailed receipts and are reimbursed at actual cost, up to these limits:

Meal Max Amount

Breakfast	$20
Lunch	$30
Dinner	$40

Alcohol is not reimbursable.

Lodging Reimbursement

Provide an original itemized hotel or motel receipt.

The receipt must show “Paid” or a $0 balance.
If it does not, attach a canceled check or charge card receipt showing payment.
“Quick Checkout” slips are not accepted.
Lodging costs for nonemployee guests are not reimbursable.

Transportation & Parking

Taxi fares and parking fees may be reimbursed when supported by original receipts.

Expenses Not Reimbursed

Activities unrelated to the conference
Expenses for spouses, dependents, friends, or employees of outside agencies
Additional lodging costs for accompanying guests who are not District employees or required conference attendees
Personal phone calls and movies
Alcohol, gift cards, and flowers