Nassau BOCES Forms

Accounts Payable & Expense Reimbursement

  • Claim Form

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    Claim Tips:
    Please submit claims in a timely manner, especially at the end of the school year.
    Use the correct budget code -- Fund-CoSer-Activity Code-Object Code (e.g. A-003-1310-0486)
    Make sure your claim has the proper approval.
    Don't exceed expense limits or submit non-reimbursable expenses.
    Forms should be typed or filled out and signed in ink.

    When finished please return to Business Services.

    Claim_Form.xlsx 14.27 KB (Last Modified on May 16, 2016)
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  • Corporate Credit Card Purchase Request Form (Non-Conference Expenses Only).

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    This form is used to request purchases using the Nassau BOCES corporate credit card when a vendor does not accept Purchase Orders.  The form must be approved by the Requestor’s Executive Director and must follow normal procurement procedures (bids, quotes, etc.)

    Corporate-Credit-Card-Purchase-Request-Form.pdf 176.81 KB (Last Modified on October 27, 2016)
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  • Corporate Credit Card Reservations for Conference/Business

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    This form is used for any travel arrangements that must be made using the Corporate Credit Card.  Please complete this form, including proper budget code and signature, and forward to Business Services.

    Meal Tips: Please remember the limits are: $20 breakfast, $25 lunch, $50 dinner, not to exceed $75 per day including tips.
    Alcohol is not reimbursable nor are tips that exceed 20 percent.

     

    BS_Credit_Card_Reservations.xls 26.00 KB (Last Modified on January 7, 2013)
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  • Direct Deposit Authorization for Expense Reimbursements

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    Authorization agreement for direct deposit for expense reimbursement.

    EMPLOYEE EXPENSE REIMBURSEMENT DIRECT DEPOSIT FORM.pdf 343.07 KB (Last Modified on January 30, 2017)
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  • Mileage Chart for Travel Between Nassau BOCES Locations

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    Use MapQuest to calculate distances to other locations. Exceptions must be explained in writing.

    MileageChart.pdf 235.09 KB (Last Modified on January 4, 2016)
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  • Mileage/Record of Official Travel of Privately Owned Vehicle

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    Mileage Tips:
    Write address of location if it's not a Nassau BOCES location (e.g. Calhoun H.S., 1786 State St., Merrick, instead of Calhoun HS).
    All day event: submit mileage from HOME to EVENT to HOME with no deduct.
    Partial day event: if you travel from home to the event or from the event to home -- deduct mileage for your normal commute between HOME and WORK LOCATION.
    When finished please return to Business Services. See also mileage chart for travel between Nassau BOCES locations

    Mileage_Claim.xlsx 15.72 KB (Last Modified on January 11, 2017)
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  • Problem Invoice Log

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    BS_Problem_Invoice_Log.xlsx 11.76 KB (Last Modified on May 17, 2016)
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  • Tips for hassle-free expense claims

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    Recommended reading for all employees who submit claims for meals, mileage or other reimbursable expenses.

    Employee Expense Claims Tips.pdf 340.10 KB (Last Modified on May 27, 2016)
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  • Travel Expense for Conference/Business

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    When finished please return to Business Services.

    BS_Conference_Claim_Form.xlsx 30.38 KB (Last Modified on May 17, 2016)
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Benefits

Budgeting & Purchasing

  • Additional Interdivisional

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    When finished please return to Business Services.

     
    BS_Addl_Interdivisional.xls 34.00 KB (Last Modified on January 7, 2013)
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  • Budget Adjustment - Over $100,000

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    Use this form for General Fund Budget Adjustments over $100,000. When finished please return to Business Services.

    BS_BudgetAdjust_over100K.xls 210.00 KB (Last Modified on January 7, 2013)
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  • Budget Adjustment - Under $100,000

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    Use this form for General Fund Budget Adjustments under $100,000. When finished please return to Business Services.

    BS_BudgetAdjust_under100K.xls 47.00 KB (Last Modified on January 7, 2013)
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  • Emergency Purchase Order Request

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    Need to buy something FAST? Use this form to request a purchase order in a jiffy. When finished please return to Business Services.

    BS_Emergency_PO.pdf 11.54 KB (Last Modified on January 7, 2013)
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  • PeopleSoft - Add or Change Vendor

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    Use this form to add a vendor to the PeopleSoft system, or to change information about a vendor that is already in the system. When finished please return to Business Services. 

    VENDOR_APPLICATION.pdf 123.61 KB (Last Modified on August 19, 2016)
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  • PeopleSoft - Amended Purchase Order

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    To amend an existing PO, attach this form to a requisition form and submit to the Purchasing Office. 

    BS_PS_Amend.doc 20.00 KB (Last Modified on January 7, 2013)
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  • PeopleSoft - Object Code Definitions

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    This reference document provides explanations detailing many of the expense account codes used for purchasing within PeopleSoft.

    Object Code Definitions Revised November 2016.pdf 151.23 KB (Last Modified on November 2, 2016)
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  • PeopleSoft - Requisition

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    Electronic requisition form to be used when paper requisition must be submitted (i.e. End of Year, Detailed Emergency PO request, etc.). When finished please return to Business Services.

    BS_PS_Requisition.xls 29.50 KB (Last Modified on January 7, 2013)
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  • PeopleSoft - Ship-to Location

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    If your ship-to location is not already in the PeopleSoft database, use this form to add it. When finished please return to Business Services.

    BS_PS_Ship-To_Location.doc 21.00 KB (Last Modified on January 7, 2013)
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Employee Information Changes

Employment & New Hires

Internal Support Services

  • Food Services Special Function Request

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    Complete this electronic form and submit it to Food Services at least five working days in advance. It must be signed by the Executive Director prior to the order being accepted by Food Services.

    BS_Food_Services_Request.pdf 556.39 KB (Last Modified on January 7, 2013)
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  • Graphic Arts & Printing Request

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    Complete this form and submit it, with a sample of the publication you need printed, to Kelly May in the Graphic Arts & Printing Service.

    BS_GraphicArts_Print_Request.pdf 35.50 KB (Last Modified on January 7, 2013)
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  • Room Equipment & Assistance Request - CIT Lupinskie

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    When finished please return to Tech Services.

    CIT_Room_Setup_Lupinskie.pdf 91.93 KB (Last Modified on January 7, 2013)
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Students & Schools

  • Field Trip Instructional Plan

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    Prepare this approval form in triplicate and submit via school principals to the district superintendent's office.

    DS_Field_Trip_Instructional_Plan.doc 385.50 KB (Last Modified on January 7, 2013)
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  • Field Trip Transportation Request

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    When finished please return to Transportation.

    BS_Field_Trip_Transportation.pdf 120.19 KB (Last Modified on January 7, 2013)
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  • Legal Document Transmittal

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    Fill out this form when you receive any type of legal document (including requests for student or employee records). When finished please return to Business Services.

    BS_legal_Doc_Transmittal.pdf 280.65 KB (Last Modified on February 23, 2017)
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  • Media Opt-Out Form

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    This form is provided for parents and guardians whose child or children attend a Nassau BOCES program located within the Joseph. M. Barry Career & Technical Education Center in Westbury or the Long Island High School for the Arts campus in Syosset.

    OptOutForm_2016-17.pdf 239.31 KB (Last Modified on August 18, 2016)
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  • Media Opt-Out Form (Spanish)

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    This form is provided for parents and guardians whose primary language is Spanish and whose child or children attend a Nassau BOCES program located within the Joseph. M. Barry Career & Technical Education Center in Westbury or the Long Island High School for the Arts campus in Syosset.

    OptOutForm_2016-17_Spanish.pdf 70.43 KB (Last Modified on August 18, 2016)
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  • Media Opt-Out Form: Twilight Alternative High School

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    This form is provided for parents and guardians whose child or children attend the Twilight Alternative High School Program.

    OptOutForm_2016-17_Twilight.pdf 238.79 KB (Last Modified on August 22, 2016)
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  • Media Opt-Out Form: Twilight Alternative High School (Spanish)

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    This Spanish-language form is provided for parents and guardians whose child or children attend the Twilight Alternative High School Program.

    OptOutForm_2016-17_Twilight_Spanish.pdf 70.85 KB (Last Modified on August 22, 2016)
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  • Media Release - Adult

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    This legal document indicating consent to use student photos must be signed by a parent/legal guardian (or student if age 18 or older) and returned to the Communications Office. Prior to being sent, please inspect to ensure that all parts are completed and legible. Pre-typed labels with the student's name, Nassau BOCES program and school district may be used.

    Media_Release_Adult.pdf 90.57 KB (Last Modified on August 18, 2016)
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  • Media Release - Adult (Spanish)

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    This legal document indicating consent to use student photos must be signed by a parent/legal guardian (or student if age 18 or older) and returned to the Communications Office. Prior to being sent, please inspect to ensure that all parts are completed and legible. Pre-typed labels with the student's name, Nassau BOCES program and school district may be used.

    Media_Release_Adult_Spanish.pdf 134.66 KB (Last Modified on August 18, 2016)
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  • Media Release - Student

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    This legal document indicating consent to use student photos must be signed by a parent/legal guardian (or student if age 18 or older) and returned to the Communications Office. Prior to being sent, please inspect to ensure that all parts are completed and legible. Pre-typed labels with the student's name, Nassau BOCES program and school district may be used.

    Media_Release_Student.pdf 79.70 KB (Last Modified on August 18, 2016)
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  • Media Release - Student (Spanish)

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    This legal document indicating consent to use student photos must be signed by a parent/legal guardian (or student if age 18 or older) and returned to the Communications Office. Prior to being sent, please inspect to ensure that all parts are completed and legible. Pre-typed labels with the student's name, Nassau BOCES program and school district may be used.

    Media_Release_Spanish_student.pdf 245.59 KB (Last Modified on August 18, 2016)
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