Disbursement Requests

Employee Reimbursements

If you purchase items for the college, you may be reimbursed for the expenses, provided all necessary conditions are met. Before purchasing items, be sure to consult your supervisor for approval. In order to receive reimbursement for expenses incurred, complete a Disbursement Request Form. Original, itemized receipts with proof of payment are required. It is the employee's responsibility to request an itemized receipt, with proof of payment, from the vendor if it is not initially provided. Be mindful of vendors that do not provide itemized receipts with proof of payment and consider purchasing from vendors that do provide this.

Direct-Paying Vendors

Vendors may be paid directly via a Disbursement Request Form. Backup documentation, such as an invoice or similar document, must be included with the request. These requests will be reviewed by the Business Office, but most payments will be processed by the District Accounts Payable Office.*

*ASB and Co-Curricular funded requests are paid through the LPC Business Office.

Disbursement Request Process

1. Complete the Disbursement Request Form. Attach your invoice, receipts, or relevant backup documentation to the request.
   1. Only one invoice may be completed per Disbursement Request. Invoices must have an invoice number, business name, remittance address, itemized charges and cost, and a total due.
   2. Receipts must be complete, itemized, and show proof of payment. Information must not be cut off or blocked -- the full receipt must be displayed. Receipts must be legible and not faded.
2. Submit your request to your department's Administrative or Executive Assistant for review.
   1. When your form is either saved (via the Save button) or sent forward for processing, you will receive an email from InformedK12 with a link to view your form. You can see the current status above the form, including who the form is currently with. Please save this email as it serves as your direct access to your submission.
3. Disbursement Requests under $5,000 require one Administrator approval. Disbursement Requests of $5,000 or more require Vice President approval.
4. When your form is fully approved, you will receive an automated email with a link to view or download a completed copy. 
5. Checks are disbursed as follows:
   1. Processed by the District Accounts Payable Office:
      1. Direct-payments to vendors.
      2. Employee reimbursements greater than $500.
      3. Note: ASB and Co-Curricular funded requests are not paid by District AP.
   2. Processed by the Business Office:
      1. Employee reimbursements less than $500.
      2. Disbursement Requests paid using ASB or Co-Curricular funds.