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Litter Grant Annual TrainingJuly 15, 2020
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Itinerary Time
*all times CSTSession Info
9:30 – 10:00 a.m. Check‐In – Digital Room Opens
10:00 – 10:20 a.m. Program Overview & Updates – Mike McClanahan, Program Manager
10:20‐10:50 a.m. Litter Grant Reimbursement Requests ‐Susan Stokes, Financial Coordinator
10:50‐11:15 a.m. Litter Prevention Education – Brittany Morris, Outreach Coordinator
11:15‐11:30 a.m. Q & A, Closing Remarks – Denise Baker, Program Supervisor
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Additional Info • Add questions to the chat Box • Training form• Session available via web:
– https://www.tn.gov/tdot/environmental-home/environmental-highway-beautification-office/beautification-litter-grant.html
• Follow-up
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Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or
[email protected]• Denise Baker, Program Supervisor - (615) 741-7015 or
[email protected]• Brittany Morris, Outreach Coordinator – (615) 253-1977 or
[email protected]• Susan Stokes, Financial Coordinator – (615) 770-3902 or
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Web Grants
• Contact Info & TDOT Correspondence• Invoice Submittal & Status• Performance Reporting• Site Visits
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Web Grants
Date Software ComponentMay 21 Reimbursement requestsMay 28 Status reportsJune 11 Reimbursement integration w/ EdisonJuly 30 ContractsAugust 6 Contract Amendments & Admin.August 20 Site VisitsAs needed Internal reviewAs needed External review
• Remaining components to be built
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Covid-19 Impacts
• Application & contracts• Impacts to pickup• Limited outreach opportunities
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Other TDOT Updates
• New TDOT litter memo
• Litter enforcement zone legislation
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Annual Report
• County Highlights– Jefferson– Coffee– Obion
• Available online at: https://www.tn.gov/tdot/environmental-home/environmental-highway-beautification-office/beautification-litter-grant.html
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Other TDOT Updates
• Litter Hotline calls
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Other TDOT Updates
4,100
3,515 3,680
3,082 2,848
2,471 2,460 2,272 2,173 2,181
‐
500
1,000
1,500
2,000
2,500
3,000
3,500
4,000
4,500
2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
# of Incidents (By Year)
• Litter Hotline calls
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Other TDOT Updates
• Adopt-A-Highway– 30th anniversary & media– Cleanups on pause
• Special Litter Grants– 11 of 15 grants amended
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NTT Update
• Sports marketing effort• Grant with the Tennessee Aquarium• Media services vendor
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KTnB Update
• KTnB’s new website: http://www.keeptnbeautiful.org/
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KTnB Update
• KTnB’s new website: http://www.keeptnbeautiful.org/
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Site Visit Update• July & August e-visits planned
Bledsoe Hancock Monroe
Blount Hardeman Morgan
Bradley Hardin Pickett
Campbell Henry Rhea
Decatur Lauderdale Scott
Fentress Loudon Van Buren
Gibson McMinn Weakley
Hamblen Meigs
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Program Visioning
• Adding a POC / ‘Responsible Charge’ person• Performance measuring education spending• Multi-year application & contract process
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Questions
Mike McClanahan(615) 741-0803
@NobodyTrashesTN
@NobodyTrashesTN
@NobodyTrashesTN
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Litter Grant Reimbursement
Invoices & Common Mistakes
Susan Stokes, Financial Coordinator | Summer 2020
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FY-21 Contracts Outstanding
• Cannon • Claiborne• Davidson• Humphreys• Lake
• Marshall• Maury• Meigs• Montgomery• Moore
• Rutherford• Union• Washington• Williamson
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Time Frame
• Submit invoices to TDOT EVERY MONTH
• Send Invoices Only to: [email protected]
• Invoices ARE DUE on the15th of the following monthfor which reimbursement is requested
• If no activity was completed during a month, recipients MUST send a progress report indicating such
• Invoices must be submitted chronologically;All previous months must be submitted before payment can be authorized for a subsequent month
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Time Frame
• ALL FY-20 Invoices are required to be submitted no later than August 30th
or you will not be reimbursed for FY-20 by August 30th. The majority of the county’s have done an excellent job submitting invoices in a timely manner. However, due to Covid-19 and various other reasons, we have not received some of the county’s invoices.
• Per our Litter Grant Contract, Section C.7., you have sixty (60) days from June 30th, to submit remaining invoices or you will not be paid.
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Updated FY-21 TDOT Reimbursement Form
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FY-21 Updated Schedule Sheet
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Recipients are to maintain all paperwork and invoice packets for the previous three fiscal years in order to be
prepared for TDOT desk audits and reviews.New TDOT Finance Auditor is Ms. Andrea Lucado
201720182019
Time Frame
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1. TDOT Reimbursement Form
2. Schedule Sheet
3. Monthly Progress Report
4. Education Sheet
5. Road List
6. Time Sheets
7. Receipts/Invoices
8. Photos of Events/Items Purchased
Monthly Invoice Checklist
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TDOT Reimbursement Form
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Schedule Sheet
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Monthly Progress Report
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Education Expenses
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Education Expenses
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Education Expenses
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County Road List Example
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Litter Grant Time Sheet
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Litter Grant Time Sheet
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Litter Grant Reimbursement Breakdown
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Proper Documentation
• Documentation –Submit legible receipts/invoices requesting reimbursement
• Timesheets ‐ Submit Signed Litter Grant Timesheets including Employee’s signature and Supervisor’s signature
• Submit copies of the front and back of signed canceled checks
• Include photos of any promotional items purchased or events
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BAD EXAMPLE
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GOOD EXAMPLE
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GOOD EXAMPLE
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Travel Reimbursement
• The travel expenses such as mileage, per diem and lodging need to be presented in details on your invoice
• Reimbursement for mileage is $0.47 a mile• Reimbursement for a travel day is 75% of the full amount• You can check these links for further details:https://www.gsa.gov/travel/plan-book/per-diem-rates
https://www.perdiem101.com/conus
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Travel must be preapproved from the Highway Beautification Office This does Not include Litter Grant Spring or Fall Training or TDOT
sponsored events
Complete the Travel Request Form https://www.tn.gov/tdot/environmental-home/environmental-highway-
beautification-office/beautification-litter-grant.html
Travel Request Online Form
For travel reimbursement, please include:
– Travel Claim (gas, meals, lodging receipts)
– Conference Agenda and Registration (Form and Fees)
Travel Reimbursement
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Travel Request Form
TDOT Highway Beautification Office
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Travel Claim Reimbursement
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Education Mileage Reimbursement
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Other Common Mistakes
Nobody Trashes Tennessee
Need Nobody Trashes Tennessee Branding Guidelines?
Please contact: [email protected]
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Common Mistakes
Roads Lists are missing
Invoices/Receipts are missing
Scanned Pages are missing
Signatures are missing
Formulas are missing. Calculations are incorrect
Scan and Send all Litter Grant Invoices as a .pdf file to: [email protected]
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Review in Litter Grant 2020
• Invoices are due on the 15th of the month.
• Submit ALL Litter Grant Invoices to: [email protected]
• Travel Request Forms: Submit ALL Travel Requests to: https://www.tn.gov/content/tn/tdot/environmental-home/environmental-highway-beautification-office/beautification-litter-grant/litter-grant-travel-form.html
• Keep Tennessee Beautiful (KTnB) has made Nobody Trashes Tennessee Merchandise available for purchase through their website at: http://www.keeptnbeautiful.org
• Please note: that KTnB’s website is being updated at this time and their updated website will be live soon!
Keep Tennessee Beautiful.urlKeep Tennessee Beautiful.urlKeep Tennessee Beautiful.url
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Questions
1. We have some money left in salaries and direct cost. Can we spend that on education in schedule 3? Yes
2. Is this training required to submit FY‐21 invoices? Yes
3. Can I purchase a couple of tables, cooler, water and ice for us to use during litter pickup events? Yes
4. Do I need to submit my invoices only to [email protected]? Yes
5. Is supporting documentation needed to receive reimbursement for schedules 2 and 3? Yes
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Litter Grant Reimbursement
Invoices & Common Mistakes
Susan Stokes, Financial Coordinator | Summer 2020
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FY-21 Contracts Outstanding
• Cannon • Claiborne• Davidson• Humphreys• Lake
• Marshall• Maury• Meigs• Montgomery• Moore
• Rutherford• Union• Washington• Williamson
![Page 52: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/52.jpg)
Time Frame
• Submit invoices to TDOT EVERY MONTH
• Send Invoices Only to: [email protected]
• Invoices ARE DUE on the15th of the following monthfor which reimbursement is requested
• If no activity was completed during a month, recipients MUST send a progress report indicating such
• Invoices must be submitted chronologically;All previous months must be submitted before payment can be authorized for a subsequent month
![Page 53: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/53.jpg)
Time Frame
• ALL FY-20 Invoices are required to be submitted no later than August 30th
or you will not be reimbursed for FY-20 by August 30th. The majority of the county’s have done an excellent job submitting invoices in a timely manner. However, due to Covid-19 and various other reasons, we have not received some of the county’s invoices.
• Per our Litter Grant Contract, Section C.7., you have sixty (60) days from June 30th, to submit remaining invoices or you will not be paid.
![Page 54: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/54.jpg)
Updated FY-21 TDOT Reimbursement Form
![Page 55: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/55.jpg)
FY-21 Updated Schedule Sheet
![Page 56: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/56.jpg)
Recipients are to maintain all paperwork and invoice packets for the previous three fiscal years in order to be
prepared for TDOT desk audits and reviews.New TDOT Finance Auditor is Ms. Andrea Lucado
201720182019
Time Frame
![Page 57: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/57.jpg)
1. TDOT Reimbursement Form
2. Schedule Sheet
3. Monthly Progress Report
4. Education Sheet
5. Road List
6. Time Sheets
7. Receipts/Invoices
8. Photos of Events/Items Purchased
Monthly Invoice Checklist
![Page 58: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/58.jpg)
TDOT Reimbursement Form
![Page 59: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/59.jpg)
Schedule Sheet
![Page 60: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/60.jpg)
Monthly Progress Report
![Page 61: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/61.jpg)
Education Expenses
![Page 62: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/62.jpg)
Education Expenses
![Page 63: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/63.jpg)
Education Expenses
![Page 64: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/64.jpg)
County Road List Example
![Page 65: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/65.jpg)
Litter Grant Time Sheet
![Page 66: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/66.jpg)
Litter Grant Time Sheet
![Page 67: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/67.jpg)
Litter Grant Reimbursement Breakdown
![Page 68: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/68.jpg)
Proper Documentation
• Documentation –Submit legible receipts/invoices requesting reimbursement
• Timesheets ‐ Submit Signed Litter Grant Timesheets including Employee’s signature and Supervisor’s signature
• Submit copies of the front and back of signed canceled checks
• Include photos of any promotional items purchased or events
![Page 69: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/69.jpg)
BAD EXAMPLE
![Page 70: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/70.jpg)
GOOD EXAMPLE
![Page 71: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/71.jpg)
GOOD EXAMPLE
![Page 72: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/72.jpg)
Travel Reimbursement
• The travel expenses such as mileage, per diem and lodging need to be presented in details on your invoice
• Reimbursement for mileage is $0.47 a mile• Reimbursement for a travel day is 75% of the full amount• You can check these links for further details:https://www.gsa.gov/travel/plan-book/per-diem-rates
https://www.perdiem101.com/conus
![Page 73: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/73.jpg)
Travel must be preapproved from the Highway Beautification Office This does Not include Litter Grant Spring or Fall Training or TDOT
sponsored events
Complete the Travel Request Form https://www.tn.gov/tdot/environmental-home/environmental-highway-
beautification-office/beautification-litter-grant.html
Travel Request Online Form
For travel reimbursement, please include:
– Travel Claim (gas, meals, lodging receipts)
– Conference Agenda and Registration (Form and Fees)
Travel Reimbursement
![Page 74: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/74.jpg)
Travel Request Form
TDOT Highway Beautification Office
![Page 75: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/75.jpg)
Travel Claim Reimbursement
![Page 76: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/76.jpg)
Education Mileage Reimbursement
![Page 77: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/77.jpg)
Other Common Mistakes
Nobody Trashes Tennessee
Need Nobody Trashes Tennessee Branding Guidelines?
Please contact: [email protected]
![Page 78: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/78.jpg)
Common Mistakes
Roads Lists are missing
Invoices/Receipts are missing
Scanned Pages are missing
Signatures are missing
Formulas are missing. Calculations are incorrect
Scan and Send all Litter Grant Invoices as a .pdf file to: [email protected]
![Page 79: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/79.jpg)
Review in Litter Grant 2020
• Invoices are due on the 15th of the month.
• Submit ALL Litter Grant Invoices to: [email protected]
• Travel Request Forms: Submit ALL Travel Requests to: https://www.tn.gov/content/tn/tdot/environmental-home/environmental-highway-beautification-office/beautification-litter-grant/litter-grant-travel-form.html
• Keep Tennessee Beautiful (KTnB) has made Nobody Trashes Tennessee Merchandise available for purchase through their website at: http://www.keeptnbeautiful.org
• Please note: that KTnB’s website is being updated at this time and their updated website will be live soon!
Keep Tennessee Beautiful.urlKeep Tennessee Beautiful.urlKeep Tennessee Beautiful.url
![Page 80: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/80.jpg)
Questions
1. We have some money left in salaries and direct cost. Can we spend that on education in schedule 3? Yes
2. Is this training required to submit FY‐21 invoices? Yes
3. Can I purchase a couple of tables, cooler, water and ice for us to use during litter pickup events? Yes
4. Do I need to submit my invoices only to [email protected]? Yes
5. Is supporting documentation needed to receive reimbursement for schedules 2 and 3? Yes
![Page 81: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/81.jpg)
Litter Grant Reimbursement
Invoices & Common Mistakes
Susan Stokes, Financial Coordinator | Summer 2020
![Page 82: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/82.jpg)
FY-21 Contracts Outstanding
• Cannon • Claiborne• Davidson• Humphreys• Lake
• Marshall• Maury• Meigs• Montgomery• Moore
• Rutherford• Union• Washington• Williamson
![Page 83: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/83.jpg)
Time Frame
• Submit invoices to TDOT EVERY MONTH
• Send Invoices Only to: [email protected]
• Invoices ARE DUE on the15th of the following monthfor which reimbursement is requested
• If no activity was completed during a month, recipients MUST send a progress report indicating such
• Invoices must be submitted chronologically;All previous months must be submitted before payment can be authorized for a subsequent month
![Page 84: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/84.jpg)
Time Frame
• ALL FY-20 Invoices are required to be submitted no later than August 30th
or you will not be reimbursed for FY-20 by August 30th. The majority of the county’s have done an excellent job submitting invoices in a timely manner. However, due to Covid-19 and various other reasons, we have not received some of the county’s invoices.
• Per our Litter Grant Contract, Section C.7., you have sixty (60) days from June 30th, to submit remaining invoices or you will not be paid.
![Page 85: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/85.jpg)
Updated FY-21 TDOT Reimbursement Form
![Page 86: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/86.jpg)
FY-21 Updated Schedule Sheet
![Page 87: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/87.jpg)
Recipients are to maintain all paperwork and invoice packets for the previous three fiscal years in order to be
prepared for TDOT desk audits and reviews.New TDOT Finance Auditor is Ms. Andrea Lucado
201720182019
Time Frame
![Page 88: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/88.jpg)
1. TDOT Reimbursement Form
2. Schedule Sheet
3. Monthly Progress Report
4. Education Sheet
5. Road List
6. Time Sheets
7. Receipts/Invoices
8. Photos of Events/Items Purchased
Monthly Invoice Checklist
![Page 89: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/89.jpg)
TDOT Reimbursement Form
![Page 90: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/90.jpg)
Schedule Sheet
![Page 91: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/91.jpg)
Monthly Progress Report
![Page 92: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/92.jpg)
Education Expenses
![Page 93: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/93.jpg)
Education Expenses
![Page 94: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/94.jpg)
Education Expenses
![Page 95: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/95.jpg)
County Road List Example
![Page 96: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/96.jpg)
Litter Grant Time Sheet
![Page 97: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/97.jpg)
Litter Grant Time Sheet
![Page 98: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/98.jpg)
Litter Grant Reimbursement Breakdown
![Page 99: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/99.jpg)
Proper Documentation
• Documentation –Submit legible receipts/invoices requesting reimbursement
• Timesheets ‐ Submit Signed Litter Grant Timesheets including Employee’s signature and Supervisor’s signature
• Submit copies of the front and back of signed canceled checks
• Include photos of any promotional items purchased or events
![Page 100: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/100.jpg)
BAD EXAMPLE
![Page 101: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/101.jpg)
GOOD EXAMPLE
![Page 102: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/102.jpg)
GOOD EXAMPLE
![Page 103: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/103.jpg)
Travel Reimbursement
• The travel expenses such as mileage, per diem and lodging need to be presented in details on your invoice
• Reimbursement for mileage is $0.47 a mile• Reimbursement for a travel day is 75% of the full amount• You can check these links for further details:https://www.gsa.gov/travel/plan-book/per-diem-rates
https://www.perdiem101.com/conus
![Page 104: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/104.jpg)
Travel must be preapproved from the Highway Beautification Office This does Not include Litter Grant Spring or Fall Training or TDOT
sponsored events
Complete the Travel Request Form https://www.tn.gov/tdot/environmental-home/environmental-highway-
beautification-office/beautification-litter-grant.html
Travel Request Online Form
For travel reimbursement, please include:
– Travel Claim (gas, meals, lodging receipts)
– Conference Agenda and Registration (Form and Fees)
Travel Reimbursement
![Page 105: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/105.jpg)
Travel Request Form
TDOT Highway Beautification Office
![Page 106: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/106.jpg)
Travel Claim Reimbursement
![Page 107: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/107.jpg)
Education Mileage Reimbursement
![Page 108: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/108.jpg)
Other Common Mistakes
Nobody Trashes Tennessee
Need Nobody Trashes Tennessee Branding Guidelines?
Please contact: [email protected]
![Page 109: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/109.jpg)
Common Mistakes
Roads Lists are missing
Invoices/Receipts are missing
Scanned Pages are missing
Signatures are missing
Formulas are missing. Calculations are incorrect
Scan and Send all Litter Grant Invoices as a .pdf file to: [email protected]
![Page 110: Litter Grant Annual Training July 15, 2020 · Contact Info • Mike McClanahan, Program Manager – (615) 741-0803 or michael.mcclanahan@tn.gov • Denise Baker, Program Supervisor](https://reader034.vdocuments.site/reader034/viewer/2022052022/6037ca1f9df8a77a011b4ba8/html5/thumbnails/110.jpg)
Review in Litter Grant 2020
• Invoices are due on the 15th of the month.
• Submit ALL Litter Grant Invoices to: [email protected]
• Travel Request Forms: Submit ALL Travel Requests to: https://www.tn.gov/content/tn/tdot/environmental-home/environmental-highway-beautification-office/beautification-litter-grant/litter-grant-travel-form.html
• Keep Tennessee Beautiful (KTnB) has made Nobody Trashes Tennessee Merchandise available for purchase through their website at: http://www.keeptnbeautiful.org
• Please note: that KTnB’s website is being updated at this time and their updated website will be live soon!
Keep Tennessee Beautiful.urlKeep Tennessee Beautiful.urlKeep Tennessee Beautiful.url
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Questions
1. We have some money left in salaries and direct cost. Can we spend that on education in schedule 3? Yes
2. Is this training required to submit FY‐21 invoices? Yes
3. Can I purchase a couple of tables, cooler, water and ice for us to use during litter pickup events? Yes
4. Do I need to submit my invoices only to [email protected]? Yes
5. Is supporting documentation needed to receive reimbursement for schedules 2 and 3? Yes
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Litter Prevention Education
Activities, Promotional Items & New Ideas
Brittany Morris, Highway Beautification Office Outreach Coordinator
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LG Education Targets
Personal choice
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Pre-Approved Promotional ItemsITEM REASON
APPAREL (T‐SHIRTS, JACKETS, HATS, SAFETY VESTS)
GETS MESSAGE OUT TO PUBLIC ON ITEMS THAT PEOPLE WILL MOST LIKELY KEEP
BANNERS PUBLIC MESSAGE FOR EVENTS/SPECIFIC LOCATIONS
BILLBOARDS PUBLIC MESSAGE FOR EVENTS/SPECIFIC LOCATIONS
CAR CHARGING KITS (FOR PHONES) LITTER PREVENTION MESSAGE IN CAR CAR COASTERS LITTER PREVENTION MESSAGE IN CAR CAR LITTER BAGS LITTER PREVENTION MESSAGE IN CAR CAR ORGANIZERS LITTER PREVENTION MESSAGE IN CAR CAR VISORS LITTER PREVENTION MESSAGE IN CAR CHIP CLIP GETS MESSAGE OUT TO PUBLIC ON ITEMS
THAT PEOPLE WILL MOST LIKELY KEEP COFFEE MUGS PROMOTES REUSE INSTEAD OF DISPOSABLE
OPTION
DRAWSTRING BAGS GETS MESSAGE OUT TO PUBLIC ON ITEMS THAT PEOPLE WILL MOST LIKELY KEEP
ERASERS USEFUL PROMOTIONAL ITEM FOR SCHOOLS
FIRST AID KIT USEFUL PROMOTIONAL ITEM
FLOATING KEY CHAIN HELPS KEYS FROM BECOMING LITTER IN BODIES OF WATER
GLOVES (REUSABLE) PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
HAND SANITIZER USEFUL PROMOTIONAL ITEM
KOOZIES PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
MASKS (REUSABLE) PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
MULTI TOOL USEFUL PROMTIONAL ITEM
PAPER PRODUCTS MADE FROM RECYCLED MATERIALS (PEN PADS, POST‐IT NOTES, ETC.)
USEFUL PROMTIONAL ITEM
PENS USEFUL PROMTIONAL ITEM
PENCILS USEFUL PROMTIONAL ITEM FOR SCHOOLS
PERMANENT SIGNS PUBLIC MESSAGE FOR EVENTS/SPECIFIC LOCATIONS
PHONE CASE (WATERPROOF) USEFUL PROMOTIONAL ITEM
POCKET KNIFE USEFUL PROMOTIONAL ITEM
RECYCLING BINS PUBLIC MESSAGE FOR EVENTS/SPECIFIC LOCATIONS
RECYCLING/LITTERING COLORING BOOKS W/CRAYONS
EDUCATIONAL ITEM FOR SCHOOLS
REUSABLE BAGS PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
REUSABLE STRAWS PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
REUSABLE WATER BOTTLES PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
RULERS EDUCATIONAL ITEM FOR SCHOOLS
SEED BRACELETS EDUCATIONAL ITEM FOR SCHOOLS
STADIUM CUPS PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
TRASH BAGS (BRANDED) PUBLIC MESSAGE FOR EVENTS/SPECIFIC LOCATIONS
TUMBLERS PROMOTES REUSE INSTEAD OF DISPOSABLE OPTION
USB/JUMP DRIVES EDUCATIONAL ITEM FOR SCHOOLS
VEHICLE WRAPS PUBLIC MESSAGE FOR EVENTS/SPECIFIC LOCATIONS
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Non-Approved Promotional Items
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Promotional Items
• Moving into FY-21, all items not listed on the pre-approved list, must be approved by me.
• Send email with picture of item & how it relates to litter education in your county to [email protected]
• 2 business days, please forward email for approval to [email protected].
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Promotional Items
• We prefer items to have a litter prevention connection• Needs to have:
– Sponsored by Tennessee Department of Transportation (TDOT)– Funded by Tennessee Department of Transportation (TDOT)– Courtesy of the Tennessee Department of Transportation (TDOT)– Partnering with Tennessee Department of Transportation (TDOT)
Of course we prefer that you use…
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Promotional Items
• Branding Guidelines• When using the Nobody Trashes Tennessee logo, you
must submit the proof to me for approval. • Trademarked logo• Purchase Nobody Trashes Tennessee from Keep
Tennessee Beautiful Website, KeepTNBeautiful.org.
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Activities Present to drivers education courses
Develop a student advisory group with high school
students.
Encourage schools to host a campus cleanup or
recycling contest
Develop environmental club at schools
Develop a volunteer recognition program for solid waste
employees, local construction companies, and
commercial haulers for their work
Tennessee Promise
Trashcans with litter prevention message
Tarp It or Ticket Event
Poster Contests
Litter/Recycling newsletter
Adopt-A-Street program
Tennessee Trashercize/Plogging
Sponsoring 5K
Household Hazardous Waste Event
Sponsor/Host a Litter Free event
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Print Materials
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Print Materials
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Non-Print Materials
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Monthly Invoice$500
‐ Bought water bottles for K‐5 classes. Each student will be getting a reusable water bottle to be used for the school year.
‐ Printed 1,000 Litter Prevention brochures to be handed out at county fair and other fall festivals.
‐ Monthly subscription to My Emma.
$1,100
$600
This number must match the invoice cover sheet and the schedule sheet
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Resources
• My Emma• Constant Contact• MailChimp• Canva
Litter Grant Schedule 3 will pay for yearly/monthly fees for platforms.
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Resources
• 1‐877‐854‐8837• Additionally, citizens may report littering online: Online Litter Hotline• The information that is necessary to report a littering incident includes:
‐ License plate number (Tennessee plates only)‐ Type and make of the vehicle‐ Day and time the incident occurred‐ Location where the incident occurred‐ Type of item tossed or blown from the vehicle
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Tennessee is the Volunteer State and what better way for citizens to show pride in their community than to donate a few hours to help preserve and protect the natural
beauty of the great state of Tennessee.
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Safety Video
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Trashsquatch
Video
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