Request to Disburse Funds From the Foundation

  • There are two ways that funds may be disbursed from the Education Foundation. One involves the foundation paying for something directly on behalf of the school or project. The other involves the Education Foundation reimbursing the school or project for expenditures they have incurred and paid that relate directly to the Education Foundation project.

  • 1. Directly paid by the Education Foundation on behalf of the school/office project.
    Certain types of expenditures may be paid directly by the Education Foundation from the project funds. These include large dollar expenditures such as scholarships, technology, or playground equipment, etc.

    A Request for Reimbursement/Disbursement of Project Funds form must be prepared by printing, completing and mailing the linked form or filling it in online below. The form must be signed by the appropriate authorized person(s) (e.g., principal, school program plan team chair, project coordinator, or an office supervisor/director). A copy of the original invoice and one (1) copy of the invoice order must be attached below or sent with the printed form to:

    Ms. Cindy Whitcomb, Administrative/Fiscal Assistant
    The Education Foundation of Baltimore County Public Schools, Inc.
    105 W. Chesapeake Avenue, Suite B-1
    Towson, Maryland 21204

    The Education Foundation generally disburses checks twice a month (the 15th and 30th). All requests should adhere to these dates to ensure that items purchased will be received when needed. All disbursement requests are subject to review and approval by the Education Foundation Executive Committee/Full Board.

    NOTE: Do not use personal credit cards or cash to pay expenditures. Always use a tax exempt card when making purchases, as the foundation will not reimburse for tax.

  • 2. Reimbursed to the School or Organization
    Invoices or orders from schools for less than $1,000 should not be sent directly to the Education Foundation to be paid. Small invoices (less than $1,000) should be paid directly by the school/office (e.g., activity funds/procurement cards) and subsequently submitted to the foundation for reimbursement. To request reimbursement, please following these steps:

    a. Accumulate receipts and prepare a Request for Reimbursement/Disbursement of Project Funds form (either online below or by mailing in a hard copy) that describes each receipt, a description of what was purchased, the amount, the vendor, the total of the reimbursement request, how it is consistent with the goals for academics/objectives of the Education Foundation project, and the Education Foundation project it applies to.

    b. If you choose to print and mail the firm, please send the request, signed by the appropriate authorized person(s) (e.g., principal, school progress plan team chair, project coordinator, or an office supervisor/director), and the attached receipts to:

    Ms. Cindy Whitcomb, Administrative/Fiscal Assistant
    The Education Foundation of Baltimore County Public Schools, Inc.
    105 W. Chesapeake Avenue, Suite B-1
    Towson, Maryland 21204

    Note: Reimbursement requests will be processed by the foundation twice a month. Accordingly, receipts should be accumulated and submitted on or about the 1st or 15th of the month. Final disbursements are due the last Friday in May.

  • Request for Reimbursement/Disbursement of Project Funds Form

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      Note: Final disbursements are due by the last Friday in May.
    • To be paid to: Note: A separate disbursement form must be completed and submitted for each payee)
    • All requests for disbursement must be signed by at least two authorized individuals, one being administrator/supervisor in charge.
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