ABC Payment Request Form Instructions

(Detailed instructions with examples can be found in the 2023-2024 Business Office Training Materials, Section I, page 6-7)

REIMBURSEMENTS:
1. Review the receipts for the following:
a. Proof of delivery (Amazon must say "Delivered" and the date)
b. Payment method (no gift card payments or ebt cards are reimbursed)
c. Itemized of what was purchased.
d. No sales tax is reimbursed.
e. All receipts must be original and not photocopied.

2. Fill out the top portion:
a. Detail of reason for request, amount, person's name and address to be reimbursed.

3. Assign a valid general ledger account number. (you can use more than one).
4. Have the Building Administrator sign, date and print name. This must be an original signature and not a stamped signature.
5. Keep the yellow copy for your record.

PAYMENT OF INVOICES ON PAYMENT REQUEST FORMS:
1. Review the invoice for the following:
a. Proof of delivery/Packing Slip
b. Detail itemized of what was purchased, dates of service and service performed.
c. Invoice number, vendor information. (We can't pay by a statement or order confirmation)
d. Bill to Kalamazoo Public Schools (of your building name, not an individual or other entity)
e. No sales tax is charged.

2. Fill out the top portion:
a. Detail of reason for request, amount, vendor name and address.

3. Assign a valid general ledger account number. (you can use more than one).

4. Have the Building Administrator sign, date and print name. This must be an original signature and not a stamped signature.

5. Keep the yellow copy for your record