The forms below can only be filled out using Adobe Acrobat Reader. Currently if you open the forms from Firefox or Chrome any calculations in the form will be incorrect. To open the form in Adobe Reader right click on the linked file and Choose "Save Link As" (Chrome & Firefox). The file will download to your computer. Double click to open in Adobe Reader. If you do not have Adobe Reader it can be downloaded from the Adobe website.
When you have a need for supplies, equipment, services, or other payments on behalf of NwOESC, you’ll need to complete a requisition form. After approved by your supervisor, director/superintendent, and treasurer, you will receive a verification purchase order copy from the payables accountant. This form not only signals that the order has been placed on your behalf, but it is also what you will use to check in your supplies once they arrive. The verification form is to be mailed back to the business office once all of your materials have been received For more detailed instructions, please see our Business Office Guide document.
If you wish to claim mileage for travel within the four county area of Defiance, Fulton, Henry, and Williams counties use the Travel Reimbursement Form. You can also claim parking or turnpike tolls on this form. Indicate the date and number of miles per day with a brief narrative of the travel including beginning and ending points. For more detailed instructions, please see our Business Office Guide document. Please do not submit multiple months at a time—Submit expenses for each month, immediately after each month ends.
If you are participating in NwOESC’s Multi-Purchase Card Program, you are required to keep all receipts for goods and services purchased. To facilitate the reconciliation process, the cardholder must retain all charge slips, cash register receipts, packing slips, etc. Within 5 days of receiving the monthly card activity statement, the cardholder will compare the sales receipts to the statement. You must then attach the original receipts to the statement and a Multi Purchase Card Receipt Form and forward on to the fiscal office specialist. A photocopy of the receipts for the month, statement, and Multi Purchase Card Receipt Form should be forwarded to your supervisor for review. Failure to keep all original receipts, timely submission of receipts and statements to the fiscal office specialist or repeatedly allowing tax charges on purchases may result in the revocation of charge privileges. In those cases, reimbursement from petty cash is the alternative.
A petty cash fund exists to facilitate small purchases of $35 or less. You should contact Ann Lamb to discuss each purchase before the purchase is made. She will give you guidance as to the appropriate use of the fund for a contemplated expense. It will make things easier for all concerned when the details are worked out first. You should also ask your supervisor about the purchase and obtain their approval. Ann will ask you if you’ve done that. After the purchase you’ll complete a reimbursement request form to indicate the amount to be reimbursed and give the explanation of use. If you exceeded the limit of $35 you have two choices—you can either submit a requisition with an explanation that you exceeded the $35 petty cash limit because...., or you can request to be reimbursed up to the $35 limit with the additional cost being yours. The funds for any return of an item reimbursed from a petty cash fund must be repaid immediately after the refund. Requests for reimbursement should be submitted to Ann Lamb within 2 weeks of the purchase date.
NwOESC employees coordinating activities involving funds coming in as donations or from invoices to cover the cost of the program, complete an activity information sheet and forward it to the Business Office, after approval from their supervisor. If you do not already have accounts for the activity, please request them when you submit the form.
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