Due Process Manual: Chapter 13
Fiscal Resources & Third Party Billing
Special Education Teacher Budget Process- Every licensed special education teacher will receive an instructional budget each school year. The amount of each is dependent upon their assigned FTE and the program federal setting status.
By October 15, each teacher will be required to complete a Special Education Program Needs worksheet (click here for form) that will list their key activities for the school year. Then during the school year, teachers are responsible for tracking their expenditures with their given instructional budget amounts using the Special Services Expense report (click here for form).
Teachers should calculate 10-15% shipping charges on all orders which will be deducted from individual budgets.The accountants recommend that orders be placed via a requisition order to eliminate any taxes. When considering how to spend instructional dollars, teachers should refer to Minnesota Statute 123B.41, subdivision 5 which defines what instructional materials are. Subd. 5. Individualized instructional or cooperative learning materials. "Individualized instructional or cooperative learning materials" means educational materi als which: (a) are designed primarily for individual pupil use or use by pupils in a cooperative learning group in a particular class or program in the school the pupil regularly attends: b) are secular, neutral, non-ideological and not capable of diversion for religious use; and © are available, used by, or benefit to Minnesota public school pupil(s. Subject to the requirements in clauses (a), (b), and (c), "individualized instructional or cooperative learning materials " include, but are not limited to the following if they do not fall within the definition of "textbook" in subdivision 2: published materials; periodicals; documents; pamphlets; photographs; reproductions; pictorial or graphic works, prerecorded video programs; prerecorded tapes, cassettes and other sound recordings; manipulative materials; desk charts; games; study prints and pictures; desk maps; models; learning kits; blocks or cubes; flashcards individualized multimedia systems; prepared instructional computer software programs; choral and band sheets music; and CD-Rom. "Individualized instructional or cooperative learning materials" do not include instructional equipment, instructional hardware, or ordinary daily consumable classroom supplies.”
Requisition Form- Requisition forms (click here for form) are used for any purchase of materials, equipment and services. An example of a completed form is attached. Orders will not require a coordinator or supervisor signature, but should be sent directly to the special services accountant.
Reimbursement for Items Purchased with Personal Funds- Check request forms (click here for form) are used for reimbursement of school items purchased with personal funds. Only complete the top half of the form. You cannot be reimbursed for sales tax paid when making school district purchases. Turn in original receipts before a reimbursement can be made. Indicate what the purchase was for and why the purchase was made. Check requests will be completed annually twice a year. Submit all check requests amounts by December 19 and May 15. When completing a check request, you must attach original itemized receipts. Check request forms will not require a coordinator or supervisor signature, but should be sent directly to the special services accountant.
Reimbursement for Online Ordering- If teachers order online using personal finance means, taxes are not reimbursed. If you are purchasing items on-line, print out a detailed page of your order and send that in with your credit card statement.
Reimbursement for Mileage- Completed by approved special education staff for mileage reimbursement. Staff should turn mileage forms (click here for form) in to special education fiscal staff on a monthly basis. Please sign this form before submitting to Jodi Schmidt in Special Services.
General Supplies- General supplies are defined as pens, pencils, copying paper, construction that the teacher needs to instruct in the classroom. These supplies are provided to all teachers by the buildings budget. Any items that are not part of the students IEP are expected to be supplied by the parent.
Workshop Request- District-wide staff development dollars have been allocated to each building. Staff should always request approval and funding first through their buildings using their building forms. If the building request is denied, it will be considered for approval by the designated special education supervisor. Complete the Special Services Staff Development Application for Site Funds form (click here for form) and attach a brochure of the workshop/conference. All requests must be submitted one month prior to the registration deadline.
Use of Tax ID: Please contact special services account when needing to use the Tax ID number. Upon request, the tax ID will be faxed directly to the vendor prior to the purchase date. Tax is not reimbursable.
Blanket Purchase Order- Some programs have blanket purchase orders arranged through Cub or other vendors with authorized signers. These accounts have been set up for programs with reoccurring purchases (i.e. food items for cooking classes). The amount designated for these orders is deducted from the individual special education instructional budget. Contact Jodi Schmidt or Janet Doman about blanket purchase orders.
Please contact Jodi Schmidt at 651-748-7670 or at jschmidt@isd622.org and/or Janet Doman at 651-748-7458 or at jdoman@isd622.org if you have additional questions.
Third Party Billing- Click here to access Third Party Billing Information
| 