Forms - HFM BOCES

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BOCES staff reminded to use updated forms to report travel and conference expenses

The HFM BOCES Board of Education is updating its policies in response to the recent New York State School Financial Oversight and Accountability Legislation.

HFM’s conference request and conference expense forms have been updated to reflect these policies. Employees are now required to submit all claims on these revised forms. (See forms, at right.)

Changes are currently being made to HFM’s mileage form, and it will be posted to the Web site as soon as is available.
To view the HFM BOCES Board of Education’s new Fiscal Management Policy on Travel and Expense, click here.

The School Financial Oversight and Accountability Legislation implemented the State Comptroller’s “Five-Point Plan” for all school districts and BOCES to follow, after state audits revealed fraudulent practices in the Roslyn School District in Nassau County, Long Island. The Comptroller is now requiring that state audits be conducted on all school districts and BOCES within the next five years. Some of these audits have already been completed, and HFM administrators have been studying the findings of these audits to ensure that our policies and procedures are in compliance.

One change that HFM employees will find on the revised conference expense form is that gratuities (tips) for restaurant bills cannot exceed 15 percent of the total allowable expense. Also, fully itemized original receipts will be required to gain reimbursement.

All employees should be reminded that any personal expenses submitted for reimbursement must have prior approval, as must any purchase within the organization. Reimbursement requests must be rejected without full compliance with the policy.

Forms

	HFM BOCES uses many different forms for a variety of purposes. For your convenience, here is a list of forms currently available for downloading. If you do not see the form you are looking for here, please contact the appropriate department. Forms for employees: • Application for approval of college credits • Conference request form (updated Aug. 2009) • 2009 Conference expense form (PDF) Includes the 2009 federal mileage reimbursement rate (55 cents per mile) Please submit expenses incurred prior to Jan. 1, 2010 using this form. After Jan. 1, 2010: • 2010 Conference expense form (PDF updated Dec. 2009) Includes the 2010 revised federal mileage reimbursement rate (50 cents per mile) Please submit expenses incurred beginning Jan. 1, 2010 using this form. • Conference scheduling packet (updated Aug. 2009) Note: New York State Labor Law entitles HFM BOCES employees to take a leave of absence for breast or prostate cancer screening, and to donate blood. Please submit the correct form to document your request. • Cancer Screening Leave Request • Blood Donation Leave Request • Employee's report of injury form (updated Aug. 2009) • Health/Safety Concern Reporting Form (PDF updated Dec. 2009) IMPORTANT: This form should be used for circumstances related to specific safety and health issues that need to be addressed outside of the normal work order system. Please enter routine comfort-related requests through the work order system online. Emergency situations should be reported directly to your program supervisor or the Operations Department at 736-4380. • Inventory equipment disposal form (pdf revised 4/29/2010) • Mileage chart (link to Mileage page) Note: The federal reimbursement rate has been reduced to 50 cents per mile effective Jan. 1, 2010. Please submit any mileage accumulated before Jan. 1 using the 2009 claim form (55 cents per mile) • 2009 Mileage claim form - 55 cents/mile (Microsoft Excel) To download the Microsoft Excel worksheet for your use, right click on the link above and select "Save Target as..." to save the file to your own computer. • 2009 Mileage claim form - 55 cents/mile (PDF) After Jan. 1, 2010: Download the claim forms below utilizing the federal reimbursement rate of 50 cents per mile (effective Jan. 1, 2009). • Mileage claim form - 50 cents/mile (Microsoft Excel) To download the Microsoft Excel worksheet for your use, right click on the link above and select "Save Target as..." to save the file to your own computer. • Mileage claim form - 50 cents/mile (PDF) • Per Hour Payroll form (new for 2009-10 school year) • Payroll election form • Substitute claim form (pdf - updated for 2010) Forms for component school districts: • Cross-contract request form

	Purchasing procedures HFM BOCES Board policy and General Municipal Law Section 103 and 104 dictate the following procedure: All purchases (even emergency purchases) require an official purchase order and prior approval of the Associate Superintendent, who is the HFM BOCES purchasing agent. Please check with your building supervisor as to the type of requisition form they would like you to use. A purchase request form can be downloaded here. (R. Sept. '07) • Fill out the requisition form and please make sure all information is entered on the form. (This is the actual information that will go to the vendor). If you don't have an exact price for items, please make your best estimate. Sign and date the bottom of the form and get your supervisor's signature. • Your supervisor's input person/secretary will enter it into WINCAP (our electronic accounting and payroll system). The paper requisition stays with your supervisor. • After your supervisor approves the requisition electronically, it then flows to the HFM BOCES Business Office where the items are checked for appropriateness and conformity to governmental purchasing regulations. It flows through several approval levels and does not become an official purchase order until the document is actually printed. • Please do not call in the order, unless you have made prior arrangements with the Business Office. • Please do not arrange for invoices to go to you; they need to go directly to the business office. • Do not buy something and then put in a requisition. • Do not order over the Internet and pay with your credit card. We will not reimburse you. • Do not use the HFM BOCES Federal ID number to make purchases without an official purchase order. • Upon receipt of your items, please fill out the yellow receiving copy (even if it is a partial order) and return it to the Business Office ASAP. • If you have any questions, please call Diane Manners at the HFM BOCES Business office, (518) 736-4310.

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