Edmonton Public Schools
Board Policies and Regulations

1. General
   When using public funds, all district staff must consider whether the intended expenditure would withstand public scrutiny and is consistent with district regulations. A good rule of thumb is that a Principal or D.U. Manager should not authorize any expenditure he or she would be uncomfortable to see reported in the local paper. When in doubt, Principals and D.U. Managers should contact Leadership Services.

2. Contracts
   1. All contracts with individuals and companies for purchases over $1000 must be referred to Purchasing and Contract Services for a formal Contract Order (see Administrative Regulation DJ.AR - Purchasing and Disposal, Sections A and B).

   2. Facilities Maintenance must be given an opportunity to bid on any work ordinarily undertaken by maintenance staff (see Administrative Regulation DJ.AR - Purchasing and Disposal - Section B, Sub-section 3 and Maintenance Collective Agreement, Clause 19).

   3. All agreements and contracts which obligate the district must be reviewed by legal counsel and approved by the Superintendent or his designate.

3. Process
   1. Original invoices are required for the purpose of claim submission. Where an original has been lost a fax copy is acceptable.

   2. Personal expenditures will be reimbursed when accompanied by a detailed receipt that identifies the purpose of the expenditure and, if a meal is involved, the purpose of the function and the names of the participants.

   3. It is recommended that personal credit cards should not be used for purchase of goods and services, except travel, when a district corporate card is available. The use of a district credit card provides tracking capabilities and can assist Purchasing in negotiating reduced prices for the district.

   4. Invoices submitted for payment and requests for reimbursement must be approved in writing by the Principal or Decision Unit Manager or their designate. This authority may be designated to another staff member by forwarding the name of the individual to the Treasurer in advance. Designated staff members will have their requests for reimbursement approved in writing by the Principal or Decision Unit Manager.

   5. The purpose of the travel expense claim form is to capture the entire cost of travel costs on one document for reference. It is necessary to complete and submit a travel expense claim along with receipts even if no reimbursement of costs is required. The travel expense claim form is to be completed for both business and professional development travel. The claim form should be submitted upon travel completion.

   6. Should staff prefer to use a private vehicle to travel to areas serviced by airlines, they will be paid at the established rate per kilometer or at the cost of the same trip by regular economy airfare plus the cost of ground transportation, whichever is lower.

   7. Approval of the Assistant Superintendent or designate is required for professional development activities outside Alberta for Central Services staff.

   8. The Superintendent must be advised by the Principal of professional development activities outside the province prior to confirmation for schools.

   9. Any hourly wages or honoraria are to be processed through Human Resources in accordance with Canada Customs and Revenue Agency's regulations.

4. Activities
   1. District funds including school generated funds cannot be used to compensate or reward staff in such forms as cash, or tickets to sports events. These gifts may be considered taxable benefits for the staff members who receive them. Small tokens of appreciation such as flowers, books, lunch or gift certificates for these items are acceptable; however, they shall be charged to the schools/decision units budget, not school generated funds.

   2. Where possible, school or central groups should hold large meetings at a school site or rent a room at the Centre or other venue. If public places such as restaurants are used, a private room is recommended to maintain confidentiality.

   3. School generated funds shall not be used to pay for expenditures for which funds are allocated by the district. They must be used for the purpose for which the funds were raised. (Administrative Regulation DFGA.AR - School Generated Funds)

   4. Costs associated with work away from the office, specifically Internet connection and cellular phone, may be reimbursed if the supervisor is satisfied that working from home is required to carry out the respective responsibilities.

   5. Business relationships with suppliers are important; however, we must ensure that these are not interpreted as creating preferential treatment of a supplier in order to protect the district from possible legal action from other suppliers. Acceptance of gifts for personal use would be an example of the type of action that could lead to this perception.

   6. Funds raised by schools for charitable purposes shall be used for the purpose for which they were intended. School and decision unit funds shall not be used for the purpose of providing donations to other groups and agencies.

   7. Funds collected from staff may be used for gifts to individuals or in payment of celebrations such as retirement parties, get well flowers, etc. School and central unit funds, except for board-sanctioned events or functions, shall not be used for these type of purchases.

   8. District employees cannot sell products, equipment or services to the district or district schools either as an individual, in a partnership or as a corporation. (Refer to School Act, Section 121).

   9. The prior approval of the Superintendent or his designate is required for the purchase of alcohol when school or district funds are being used.