Purchase Orders/Supplier Contracts

• Purchase Orders are required for the payment of goods. 
• Supplier Contracts are required for the payment of services rendered. 
• Purchase Order/Supplier Contract numbers should be obtained from the school/department prior to delivery of goods or the completion of services. 
• Purchase Order/Supplier Contract numbers should be referenced on invoices submitted to AP for processing.    
• Failure to obtain a valid purchase order/supplier contract can result in payment delays. 

Smartsheet Link to Close Open Purchase Orders / Contracts

• If a supplier or service provider never delivered goods or provided services, please fill out the Smartsheet form in the link below: 
• https://app.smartsheet.com/b/form/b8af98c5f7544fa68bc71060a82f50a6
• After filling out the Smartsheet, Accounts Payable closing the open PO / CON can take up to 7 days.

Invoice Procedures

• For the most efficient processing, invoices should be submitted directly to APinvoice@ClevelandMetroSchools.org
• Include the name of the supplier in the subject line of the email
• Reference the purchase order/supplier contract in the body of the email. 
• Copy the CMSD Educator that generated the purchase orders/supplier contract. This ensures the communication reaches the required approver and AP at the same time. 
• Any utility bills, disconnection notices, or letters should be emailed to AP-Utility@clevelandmetroschools.org

Reimbursement Procedures  

• Spend Authorizations are required for all travel-related reimbursements. 
• Spend Authorizations are for the estimated costs to be reimbursed to the employee and not for district-paid items.
• Spend Authorizations should be submitted prior to the associated business-related travel. 
• Upon completion of the business-related travel, employees should submit an Expense Report for reimbursement. 
• Itemized receipts are required for all expense report line items, except for Per Diem, which is a daily meal allowance of $35 per day. 
• Agendas are required for all travel-related expense reports. 
• Spend Authorizations are not required for non-travel-related reimbursement requests. 
• Documentation is required for mileage reimbursements. 
• Spend Authorizations and Expense Reports must be approved by Cost Center managers.
• $250.00 is the maximum amount allowable for non-travel-related reimbursements. 
• For assistance with or to check on the status of spend authorizations or expense reports, please contact the main phone line (216) 838-0380

Cash Advance Procedures 

• Spend Authorizations are required for all cash advance requests. 
• The spend authorization should be submitted 2 weeks before the cash advance is needed. 
• Cash advance requests must be approved by the Cost Center Manager and CFO, Kevin Stockdale. 
• Funds are deposited into the recipient’s account within 24 to 48 hours of the requested date. 
• Expenses associated with a cash advance must be documented by original, itemized receipts through the submission of an expense report within 30 days of completion of the trip/use. 
• Any cash in excess of the approved reimbursable expenses must be returned to the Cash Office (216) 838-0078 or 838-0079. 
• To check the status of the cash advance request, contact Diana Rutti at (216) 838-038

Job Aides / Helpful Links

• Click here for the CMSD HELP/ Job Aids / Finance Forms Page