Toyota USA PEP Financials

Once your Toyota USA Foundation PEP Plan is
implemented, PIMSER will handle the finances
for your project with a few exceptions.
School District Substitute Teacher Invoice
Since we are not able to directly pay for substitute teacher costs, this
expense will be treated as a reimbursement to your school District. This
will require your assigned finance person to complete the School District
Substitute Teacher Invoice form(s) and mail to the address listed on the
bottom of these forms. A Sign-In sheet with name of event and each
participants signature should accompany this reimbursement request.
Teacher Training Materials
 To order teacher training materials for your
project, simply complete the Materials
Request Form and fax, or send to Pam
McCardle. If you prefer, you can also scan
your Request form and email to:
[email protected] We ask that you
plan on the possibility that an item/items
may not be readily available. Therefore,
please send us your materials request at
least 6 weeks prior to your need allowing
time for any possible backorders . We will
order and pay for these supplies. This will
be shipped to the address you provide on
the request form. Please remember we
cannot purchase equipment. Requests
must be for teacher training items
associated with your professional
development plan.
Request for a Contract for Non-District Consultant/Trainers/Facilitator
Partnership Enhancement Program (PEP)
This form will begin the contract
process for your IHE Personnel,
Consultants, Trainers or
Facilitators. Be sure you complete
the section for the District and the
Consultant completes the Scope of
Work section and signs this form. If
this person does not have a current
W9 form on file with UK, they will
need to complete one and send it to
us along with this signed contract.
To expedite the payment process to
your IHE, Consultant or Trainer, it is
important to complete and submit
this form to us as soon as you have
identified a person/persons to do
this work.
W-9 Form
In order for us to pay teachers
stipends, and/or consultants,
trainers or facilitators fees, we
will need to have them complete
a W9 form.
Independent Personal Services
This form will serve as the invoice
form for IHE, Consultants,
Trainers or Facilitators to use to
submit their payment request for
services performed as part of
your PEP plan. This individual
will complete the form indicating
where their check is to be mailed,
a description of their scope of
work and the number of days,
daily rate and total amount due.
This person must have a valid,
signed contract and a W-9 form
on file with us prior to requesting
any payment for their services.
Are Conferences a Part of Your
Plan? We Have a Form for That.
Kentucky Science Teachers
Association
2011 Conference Information
Hyatt Regency/Lexington Center
11/03/2011 to 11/05/2011
We will make the reservations for your participants that will be attending a conference as part
of your PEP project. We just need all the information – Name of the Conference, registration
information and if needed, the participants’ preferred hotel accommodations .
Request For Stipend Reimbursement
Teachers involved in activities
associated with your PEP project
on non-contractual days can request
a stipend payment for that day. A
completed and signed Request for
Stipend Reimbursement form should
be completed by the teacher and
either sent directly to address listed on
bottom of the form, or given to the
facilitator to forward to us for
payment. This form should be
accompanied with a Sign In Sheet(s)
with participants printed name,
signature and Facilitator’s name and
signature.
Sign In Sheet
The Sign In Sheet(s) should be completed at all workshops and/or
meetings with participants and Facilitator’s printed name and signature.
It must accompany any requests for Stipend Reimbursements and/or
Substitute Teacher reimbursements.
Travel Expense Voucher
If participants, IHE,
Consultants and/or Trainers are
attending an event, workshop
or conference that requires
travel, the Travel Expense
Voucher will be used to
reimburse participants for
their mileage and lodging (if
any).
Participant Request for Subsistence Reimbursement
Participants will complete this
form to be reimbursed for
meal expenses they incur
while attending a conference
or program. If your plan is
written to pay these expenses
as per diems, please use your
District’s per diem rates. If
participants are to be
reimbursed actual meal costs,
please be sure they include
their receipts with this form.
District Request for Reimbursement
This form should not be confused
with the Request for Subsistence
Reimbursement form. The District
Request for Reimbursement form
will be used to reimburse the
school for any meals that are
supplied for in-house meetings or
programs. This form will be
completed and signed by your
Business Officer.