HomeMy WebLinkAboutOCDSB 256 Payment Requisition FormOTTAWA-CARLETON DISTRICT SCHOOL BOARD
Payment Requisition
OCDSB 256 Finance Department (Jun 2023)
Please Issue a payment to:
Name:
Address:
School/Department:
Deliver to:
Special Instructions:
DESCRIPTION OF GOODS OR SERVICES
Requisitioner:
Authorized Signature:
Email completed forms to accountspayable@ocdsb.ca.
C
Date of Requisition
(yyyy/mm/dd):
Required fields of entry (if applicable)
Payable to an employee:
Employee EIN
Payable to an individual (self-employed) without an HST, Business or Charity #:
SIN # (for T4A)
Payable to a student:
Student #
SIN # (for T4A)
For Payroll Dept. use:
Vendor #
ASN
TOTAL
Finance Department Approval:
Reference Number
AMOUNT
0
Payment Requisition Form
Form #: OCDSB 256
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A board payment requisition form is used when you want to charge your board funds for the following items:
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1. Reimbursing an individual for expenses incurred that do not relate to travel.
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2. Payments to individuals/companies for services rendered and honorariums.
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3. Reimbursing the school for an expense originally paid from SGF, but should have been
paid from the operating budget.
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How to complete a Payment Requisition Form:
1. Reference Number
Example:
2. Date
3. Name
4. Address
5. School/Department
6. Deliver to
7. Required fields of
entry (if applicable)
8. Special Instructions
9. Description
10. ASN
11. Amount
12. Total
13. Requisitioner
14. Authorized Signature
15. Finance Department Approval -
Reimbursing an individual for expenses incurred that do not relate to travel.
For payments to individuals for services rendered or honorariums.
Note: If a payment is being made to another school/department (i.e. MacSkimming) where the funds will be deposited into their operating budget, a journal entry is required.
To reimburse the school for an expense originally paid from SGF, but should have been paid from the operating budget.
Note: If a school (other than your own) is being reimbursed and the charge is in one of their board accounts, a journal entry is required.
Completed forms are to be submitted via email to accountspayable@ocdsb.ca.
Travel expenses for reimbursement should be claimed by filling out a Travel Expense form OCDSB 595.
All original, itemized receipts should be included in the email as well as the debit/credit card receipt if there is a separate one.
For employees, the preferable method would be for them to obtain approval ahead of time and have a cardholder use their District visa. Personal funds should not be used.
The payment requisition should include their Business # or SIN # and their address, even if the cheque will be delivered to the school. This is for T4A purposes; a payment cannot be
issued until this information is provided.
All workshops/presentations or other services require an invoice, even if handwritten. The invoice should include the workshop or presentation date, and a description of service provided.
For honorariums, the date and description should be included on the form.
To issue payment for many student bursaries, awards or scholarships, the bursaries & awards template can be filled in with all the students on one form, attaching it to one payment requisition
rather than creating an individual payment requisition for each student. Fill in the bursaries & awards template, attach the excel document along with the signed payment requisition
form and email to accounts payable for processing.
You cannot prepay for workshops or presentations months ahead of time.
If the services cost more than $1,000 (before taxes) accumulative in one school calendar year, a Sole Source & Justification form OCDSB 025 is required. Supply Chain Management will
decide whether they will prepare a contract with the individual/company as well.
If you have an invoice for a service and would like the cheque delivered to the school by a specific date to give to the individual, you can use this form to mark “Urgent, cheque required
by (date)” in the special instructions. Otherwise, any pay direct invoices do not require this form to be attached.
Note: If the company or individual is charging HST, they should have an HST #. If one is not indicated on the invoice, please contact them to obtain it. They cannot charge HST without
an HST #. If they do not have an HST #, you will need to obtain a Business # or SIN #.
Please pay directly out of the operating budget initially if it is meant to be charged there. Items should not be paid out of SGF with the knowledge that you will reimburse from the
operating budget later.
A printout from School Cash Suite of the cheque details showing the tax rebate amount and a copy of the invoice(s) should be included, i.e. School Cash Suite Report # 2 or ledger printout.
The amount being reimbursed will be the invoice amount less any tax rebate already claimed in SGF as the school has already received the tax rebate when the HST rebate reports were submitted
to the Finance Department.
Note: Finance can only key up to 9 additional characters after “C”.
Note: Cannot use B01 or ROT (unless refunding for revenue received or moving Micharity revenue to School Cash)
C23001AA01
C
23
199
AA
1
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= Payment requisition
= Budget Year
= School Number
= Your Initials
= First payment requisition
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Enter requisition reference #
Enter the date of requisition (current date)
Enter individual’s name or school the payment will be made to
Enter the individual’s address or employee’s school even if you wish the cheque to be delivered elsewhere
Enter the school or department you work in
Enter the name and/or location you would like the cheque delivered to if different from the name and/or address fields
Enter the details as listed below (if applicable)
Payable to an employee - Enter the employee EIN for processing
Payable to an individual (self-employed) without an HST, business or charity # - Enter their SIN # for T4A purposes.
Payable to a student - Enter the student # for processing and the student's SIN #, if they have one, for T4A purposes.
Enter anything you want to stand out to Finance, such as attaching the registration form with the cheque or the date the payment is required by
Enter a description of the goods or services
Enter the ASN to charge the invoice/reimbursement to
Enter the total amount of the invoice/receipts to pay
This field will automatically update upon entry in field 11
Name of person creating form
Signature of authorizing person one level higher on the expenditure authorization form, i.e. Office Administrator for teachers (not department heads), Principal for Vice Principal,
Superintendent for Principal.
Is completed by Finance
School
Student's Name
Student Number/Local ID Number
Student's Social Insurance Number
Student's Home Address
City
Province
Postal Code
Award
Cheque Value ($)
ASN