HCCS Reimbursement Rules
(Ratified by BOD on November 9, 2007)
1. Must use the Expense Report Form with receipt(s) or invoice(s) attached, except for invoices directly send to and paid by HCCS (e.g., classroom rental fees);
2. The reimbursements must be made after the principal has review and signed on the Expense Report Form; BOD chairman must sign principal's reimbursement request;
3. Must submit the original receipt(s) or invoices(s) for reimbursements;
4. Must have separate receipts for HCCS purchases;
5. Must provide sufficient details for expenditures when not having the original receipt, and demonstrate they are comparable to the market price;
6. Must provide detailed explanations and alternative proofs when original receipts were lost. The explanation should include when and where items were purchased, how they are used, a copy of the credit card statement showing the actually incurred charges, and at least one witness’ signature;
7. Must provide sufficient justifications for items that exceed the budgeted amount by more than 5% and those beyond the pre-approved purchase;
8. Must have signatures from both the principal and BOD chairman for nonbudgeted expenses exceed $300;
9. The expenditures for reimbursement must be directly related to HCCS business and activities;
10. Reimbursement request must be submitted within six month of the purchases.
The above rules take effect immediately but not retroactive to any of the past reimbursements.