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District to move travel reimbursements to electronic deposits by July 1
Summary
Finance staff told the committee a pilot to convert travel reimbursements to electronic deposits will be rolled out district-wide by July 1 to streamline payments, reduce checks and cut unclaimed-check issues.
The committee heard details of a pilot to shift travel reimbursements from paper checks to electronic deposits, with a districtwide rollout planned by July 1.
Staff described efficiencies from electronic routing — no more check stock, less toner and fewer manual steps — and said the change will reduce the number of uncleared checks the district must hold in accounts payable for up to three years. One board member reported not receiving a pay stub for an electronic travel reimbursement; staff has contacted the vendor to ensure pay-stub notices are sent and will resolve differences in member profiles.
Staff said the transition will be low-cost (no major vendor fee expected; a small one-time upgrade under $1,000 is possible) and will preserve reporting by loading travel reimbursements automatically into bank accounts. The committee discussed offering a secondary dedicated account option for frequent travelers to avoid cash-flow disruptions in households that rely on timely checks.
