Common errors on disbursement requests have resulted in reopened requests and delayed approvals. To help expediate the approval of disbursement requests, please review the following information: 

Instructional Materials Disbursements

• Title Field  
  • When filling out the Title field of a disbursement request, include the full name of the specific product that is being purchased. Abbreviations or acronyms should not be used in the Title field. The Title field should mirror the name that is connected to the product ISBN.  
    • If multiple grade-level licenses are being purchased, each grade should be split into separate line items and identified in the Title field.  
    • Please also note that all individual components/licenses purchased must be separated out into individual line items. Do not combine multiple products into one line. 

• Freight/Shipping 
  • When completing a separate disbursement request for shipping costs, include the publisher's name AND Transaction ID of the other disbursement containing the purchased materials in the Long Description field.  
    • Use this template on freight disbursement requests: “Publisher: ________, Transaction ID: D000XXXXX.” 
  • Refer to the Freight Funding Process webpage for additional information. 

• # of Students Served Field 
  • The # of Students Served field should never have a zero in it. All lines of a disbursement request should have the number of students that will be served by the material being purchased. For teacher materials, enter the number of students that the teacher(s) instruct.   

Technology Services Disbursements 

• Professional Development (PD) 
  • PD should not be included in an Instructional Materials disbursement request. PD should be submitted as a Technology Services disbursement request under the Professional Development category. In the Service Description field of the Technology Services request, include:  
    • the name of the specific product related to the PD;
    • the type of PD (in-person, webinar, etc.); and
    • the Transaction ID (the disbursement number) of the other disbursement that lists the associated product. 
    • An example would be, “ABC Materials, one day in-person training, D000XXXXX.” 

• Salaries 
  • Preapproval is required for new salary requests. Before submitting an allotment disbursement request for a new salary, please submit an Allotment Disbursement Request form for each staff member for whom salary is requested. 
  • When considering allowable requests, please review the information posted on our allotment webpage (you can see Allowable Salary Examples and Non-Allowable Expenses by expanding the ribbons at the bottom of the page).