• Personal reimbursements of $25.00 or less
• Reimbursements for fingerprinting, background checks or drug tests for employment purposes
• Requests to pay for titles and tags for new CCS vehicles 

• Vendor #
• Invoice #
• Vendor Address
• Account #

Effective, January 1, 2025, the current mileage rate is $ 0.70 cents per mile.

Travel Reimbursement forms are found on our website:

• Should be typed online and printed out - the total is automatically calculated
• Employee's name and vendor #
• Account #
• From & To locations (example Concord, NC Raleigh, NC), even if you didn't drive.
• Total miles traveled daily
• Mileage rate is currently at the state approved rate
• Meals are at a per diem rate. Reimbursement for lunch requires an overnight stay.
• On a one day trip an employee must leave before 6:00 am to get reimbursed for breakfast or return home after 8:00 pm to get reimbursed for dinner. Make notes of the times on the travel form.
• Hotel reimbursement must have a zero balance receipt attached.
• Receipts for parking, taxis, shuttles, luggage, etc. are required.
• Send in with Prior Approval Form attached.

No one can approve their own travel - Reimbursement request must also be signed by their supervisor.

In State - for any travel outside of Cabarrus county has to be signed by the employee and their supervisor.

Out of State - has to also be signed by Dr. Kopicki.

For ALL travel, even if there will be no request for expense reimbursement (example – carpooling).

For all staff development activities (In-person or virtual) with any type of expense associated with

it. (Example - registration only, subs only, travel only, or any combination of these expenses.)

Prior approvals must be complete prior to traveling. When prior approval forms are required, they should be submitted for approval at least one week prior to the travel date.Prior approval amounts should be treated as an allowance that may not be exceeded.

Checks are printed every Wednesday with the exceptions of holidays, and released the following Monday afternoon.

Checks are mailed on Mondays for the previous check run.

Friday is the deadline for ALL accounts payable requests.

• The vendor you are requesting to purchase from should be an approved, established vendor in LINQ
• Valid, in date quote or cart with the vendor's name visible should be in the Document Cabinet
• The price of each item should be clearly visible
• The correct funding code should be used

• Purchasing one individual furniture/equipment item over $200.00: 461 code should be used
• Purchasing one individual technology/equipment item over $200.00: 462 code should be used AND a tech req approval code from the Tech. Dept should be added to the comment section of the requisition
• Purchasing one individual furniture/equipment item over $5,000.00: 541 code should be used
• Purchasing on individual technology/equipment item over $5,000.00: 542 code should be used 
• Purchasing a software that has to be downloaded on a device to be used: 418 code should be used AND a tech req approval code from the Tech. Dept should be added to the comment section of the requisition
• Purchasing a service or subscription students/staff can access via the internet: 411 code should be used AND a tech req approval code from the Tech. Dept should be added to the comment section of the requisition
• Purchasing any supplies/materials less than $200.00: a 411 code can be used

www.doa.state.nc.us/PandC

Click on Term Contracts

Under Statewide Contracts click on either:

Alphabetical/Key Word Listing or Numerical Listing

http://www.doa.state.nc.us/PandC/numlistt.asp

From our website under Accounts Payable Useful Links click on:

How to Search Purchase & Contract by Keyword

http://www.doa.state.nc.us/PandC/keyword.asp

State Contract is constantly changing. This is a good place to scroll down and to become familiar with what is currently on State Contract. You will not have to get bids for items over $2,000 if they are on State Contract.

Even though State Contract #s match up with commodity code #s – vendors can be either State Contract or E-Procurement or both. If the vendor is both EP and State Contract you will need to fill in the State Contract information on the third screen of an EP purchase order. Change N to T for Term Contract and type in the Contract ID # from the State Contact site for each line item.

Email or call Allison Coley

allison.coley@cabarrus.k12.nc.us

704-260-7511

Required documentation for new vendors to be added to LINQ:

1.       An inquiry email from the school treasurer

2.       A completed Vendor Application

3.       A completed Vendor W9 Form

4.       A completed Vendor ACH Form (ACH information for each vendor is required as we are no longer mailing checks.)

When a new vendor needs to be added to LINQ, it is the school treasurer’s responsibility to ensure that AP receives all required documentation that is listed above. Cabarrus County Schools does not accept vendor originated solicitations. New vendors come from internal requests via school treasurers.

The school treasurer should send the vendor a blank copy of the Vendor Application, W9 Form, and ACH Form (all located in the IDrive) to complete. Once the treasurer receives all completed documentation an email with the completed documentation should be sent to the Accounts Payable email address asking that the vendor be set up in LINQ. This email will suffice as the “inquiry email” from the school treasurer.

 After reviewing the documentation carefully, Accounts Payable will let the treasurer know when the vendor has been added to LINQ.

Reach out to your AP contact on the best way to submit or resolve a return or exchange.

The copier costs for April - June are paid from the next fiscal year budget. 4th quarter charges are paid after July 1st.

• Write notes on the front of the purchase order copy if any items are canceled or returned (person you spoke with at the company and what they said, if making a return - will you receive a credit or a replacement? etc.), # of shipments
• Make sure the vendor knows you are canceling the PO and make notes on the purchase order copy that you send to us to cancel.

• Employee's name and vendor #
• Mileage Account # 332
• From & To information (example: HRMS/CHS/MPHS/HRMS)
• Odometer readings
• If odometer readings are not used, a Google Maps print out of the routes traveled must be provided
• Check to ensure Total of miles traveled daily are captured on form.
• Should be typed online - total miles will calculate automatically
• Mileage rate is currently at .70 per mile

No one can approve their own travel - Local mileage reimbursement request must also be signed by their supervisor.

As of October 1, 2011, the current tax rate is 7.0%. The breakdown will be 4.75% State and 2.25% County.