Oakland Small Schools Foundation School Finance Policies

Reimbursement and Invoice Requests:
o Materials must be received in office by Friday at 5:00pm to be processed in the following payment cycle.
o Payments are mailed by the following, second Wednesday.
o All payments are mailed unless prior arrangements have been made with OSSF’s Administrative Manger.
o No urgent requests.
o Follow guidelines on the reimbursement and invoice forms to ensure successful payments.
o Original reimbursement and invoice requests only. No copies. This helps prevent duplicate payments.
o Principal must sign all reimbursement and invoice requests.
o Any individual (contractor) being reimbursed or paid for services must sign the reimbursement or invoice request.
o A contract agreement, W9 form, and proof of TB and fingerprint clearance are required for any individual being paid for services. OSSF will not process payment requests without this paperwork.
o Original receipts (not copies) must be attached to all reimbursement requests. All receipts must be numbered, corresponding to the reimbursement form. Receipts should have the total amount paid circled and/or highlighted and should be attached to blank sheets of paper (preferably 2 receipts per page).
o All reimbursement and invoice requests must have Excel calculations. Any handwritten calculations will be sent back to the school. Please use the provided OSSF forms.
o School contact person (typically Administrative Assistant) will be liaison between OSSF and staff requesting reimbursements
o Send to OSSF PO Box.
o All incomplete reimbursement and invoice requests will be returned without payment to the school.

Deposits:
o Deposit form must be included with all funds to be deposited.
o Follow guidelines on the deposit form to ensure successful deposits.
o All donations must be clearly labeled so that OSSF can process appropriately. Separate all checks and cash by description (individual donations, uniform sales, yearbook sales, etc.) corresponding to the deposit form.
o If possible, write description/purpose of payment in check memo.
o Do not endorse checks. OSSF endorses all checks to be deposited to the bank.
o Send to OSSF PO Box.
o Funds will be deposited and available for use within three weeks.
o Donations are processed with thank you letters and data base entry in approximately 4 weeks.
o All incomplete deposits will be returned to the school.

Any questions about these policies and procedures, please contact Amber Valdez, OSSF’s Administrative Manager at Amber@smallschoolsfoundation.org or Natasha Tractenberg, OSSF’s Administrative Assistant at Natasha@smallschoolsfoundation.org. Both can be reached at (510) 534-7613.