Common use of Basis for Payment Clause in Contracts

Basis for Payment. 1. No payment shall be made for any loss having a value of less than ten dollars ($10) at the time of damage or theft nor shall any payment be made for repairs of less than ten dollars ($10). The maximum payment for any one (1) loss shall not exceed three hundred fifty dollars ($350). 2. A written request for reimbursement for damage to property shall be filed by the employee with Division of Fiscal Services. A "Request for Reimbursement" form shall be completed by the employee and submitted by the Site Administrator, Supervisor or Department Head to the Assistant Superintendent-Fiscal Services, on forms provided by the District, within ten (10) days of the date of loss and shall be signed by the employee's immediate supervisor, principal, or department head. The Division of Fiscal Services shall conduct such investigation as may be necessary. 3. Reimbursement for loss, destruction, or damage by arson, burglary, or vandalism of personal property used in the schools or offices is provided only when written approval for the use of the personal property in the schools or offices was given before the property was brought to the school or office, when the value of the property was agreed upon by the person bringing in the property and the administrator. All personal property shall be listed on forms provided by the District. Principals are encouraged to make every effort to release employees in order to reconstruct teacher-made materials without causing additional cost to the District and without disrupting the educational program of children. 4. Reimbursement for vehicle damage shall be limited to payment for damages resulting from malicious acts of others or student-caused damage while a vehicle is being used on authorized school business or while parked or driven on District property; adjacent to school or other District premises; or on the site of authorized school District activities. a. Prior to reimbursement, the employee is required to submit to the Insurance office: 1) An estimate of the repair costs, 2) A police report, and 3) A copy of their auto insurance policy indicating deductible amounts. b. The maximum amount of reimbursement for each reported loss is $500.00 or the amount of the insurance deductible - whichever is less. c. Disbursement of funds to employees will be made as follows: 1) Employee must comply with the provisions listed under 4.a. 2) Disbursement of funds will not be authorized when the yearly funds budgeted for this program ($10,000) are depleted. 5. Collision, or theft of any optional equipment attached to any vehicle such as a radio or tape deck and contents of a vehicle, are specifically excluded from this coverage. 6. Where the claim involves a vehicle, or theft of property, a report shall be made to the police and a copy of the police report shall be provided. If damage is to a vehicle, two

Basis for Payment. 1. No payment shall be made for any loss having a value of less than ten dollars ($10) at the time of damage or theft nor shall any payment be made for repairs of less than ten dollars ($10). The maximum payment for any one (1) loss shall not exceed three hundred fifty dollars ($350). 2. A written request for reimbursement for damage to property shall be filed by the employee with Division of Fiscal Services. A "Request for Reimbursement" form shall be completed by the employee and submitted by the Site Administrator, Supervisor or Department Head to the Assistant Superintendent-Fiscal Services, on forms provided by the District, within ten (10) days of the date of loss and shall be signed by the employee's immediate supervisor, principal, or department head. The Division of Fiscal Services shall conduct such investigation as may be necessary. 3. Reimbursement for loss, destruction, or damage by arson, burglary, or vandalism of personal property used in the schools or offices is provided only when written approval for the use of the personal property in the schools or offices was given before the property was brought to the school or office, when the value of the property was agreed upon by the person bringing in the property and the administrator. All personal property shall be listed on forms provided by the District. Principals are encouraged to make every effort to release employees in order to reconstruct teacher-made materials without causing additional cost to the District and without disrupting the educational program of children. 4. Reimbursement for vehicle damage shall be limited to payment for damages resulting from malicious acts of others or student-caused damage while a vehicle is being used on authorized school business or while parked or driven on District property; adjacent to school or other District premises; or on the site of authorized school District activities. a. Prior to reimbursement, the employee is required to submit to the Insurance office: 1) An estimate of the repair costs, 2) A police report, and 3) A copy of their auto insurance policy indicating deductible amounts. b. The maximum amount of reimbursement for each reported loss is $500.00 or the amount of the insurance deductible - whichever is less. c. Disbursement of funds to employees will be made as follows: 1) Employee must comply with the provisions listed under 4.a. 2) Disbursement of funds will not be authorized when the yearly funds budgeted for this program ($10,000) are depleted. 5. Collision, or theft of any optional equipment attached to any vehicle such as a radio or tape deck and contents of a vehicle, are specifically excluded from this coverage. 6. Where the claim involves a vehicle, or theft of property, a report shall be made to the police and a copy of the police report shall be provided. If damage is to a vehicle, twotwo (2) estimates of repair cost shall be provided. 7. The employee must assign to the District right of subrogation to the extent of any payment made by the District. The employee shall also file a claim with his/her personal insurance carrier with a copy of said insurance claim provided for the District. 8. After all of the above is taken care of by the employee, payment will be approved and made by the Assistant Superintendent - Fiscal & Business Services, and submitted to the District for ratification within thirty (30) days. 9. If deemed appropriate by the Assistant Superintendent-Fiscal & Business Services, the employee may also be required to submit a claim form so that the District's Insurance carrier can determine the District's liability. This claim will appear on a Board of Education Agenda as an Action Item.