Frequently used forms can be found on the District’s web site by clicking link below:

https://www.wccusd.net/Page/24  

Procedures for submitting Travel/Mileage/Expense/Supplies/Food claim reimbursements can be found on the district web site.  Go to www.wccusd.net > Departments > Accounting > Expense Claims Procedures and Forms

Once you have completed your reimbursement claim form (Travel/Conference, Mileage, Supplies/Food), give it to your immediate supervisor for an approval signature and budget code.  If you are using categorical funds, the fund manager will also need to sign your reimbursement claim form.  If your Travel/Conference reimbursement is out of state, a third signature is required from the Superintendent.

A reimbursement request may take up to 30 days from the time we receive the claim to get processed.  If the reimbursement claim is filled out completely and there are funds in the account, it can be processed in a timely manner.  Unfortunately, claims are received that are incomplete, which will delay the process even further.  Incomplete forms will be returned to your school site/department.

Examples of missing information:

• Supervisor signature, Fund Manager signature, Superintendent signature
• Employee signature
• Account code
• Receipts
• Verification of attendance
• Agenda and list of attendees and/or sign in sheet (for food reimbursements)

If you lose your reimbursement check, please contact Accounts Payable via email or phone call.  Please provide as much information as possible.  Accounting will verify with the bank to make sure the check has not been cashed.

Once it has been verified that the check has not been cashed:

• If it is a stale dated check, the check will be reissued with the next checkrun
• If it is a lost check, we must wait 10 days from the issue date before it can be reissued

Checks are normally mailed out on Wednesday after 1pm.  Checks held for pick up are based on individual cases and does not constitute every check there after to be picked up.

Contact Accounts Payable with your request and then we will forward that request to our supervisor, who will make the final decision.  

If your request is granted, you will be able to pick up your reimbursement check on Wednesday after 1pm.  We are located at 1400 Marina Way S., Richmond, CA 94804.  Proceed to the lobby and sign in.  Le the receptionist know you are here for Accounting.  We will be notified and your check will be brought out to you and you will need to sign for it.

All Invoices should be immediately forwarded to Accounts Payable at 1400 Marina Way South

Richmond, CA. 94804.  Invoices must be signed or approved for payment before it can be processed or the items purchased need to be received in Munis.

If you are not able to view a copy of the invoice through Vendor Central, please contact Accounts Payable and a copy will be emailed to you.