e-time for early literacy fund requests...6 8. click on service summary (top left) to view all...
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E-Time for
Early Literacy
Fund Requests
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Contents
OVERVIEW .......................................................................................................... 3
ACCOUNT STRUCTURE: ....................................................................................... 3
REIMBURSEMENT PERIOD: ................................................................................. 3
ALLOWABLE EXPENDITURES: .............................................................................. 3
DOCUMENTATION: ............................................................................................. 4
E-TIME INSTRUCTIONS ........................................................................................ 5
TABLE OF CONTENTS
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OVERVIEW
ACCOUNT STRUCTURE: It is recommended that the account structure for your Early Literacy ISD Coaching Grant be separated in
your ledger by a defined program and cost code to separate for reporting. Per the 1022 Appendix, the
Cost Code for Early Literacy ISD Coaching Funds should be 365.
Link to MDE Accounting Manual
SAMPLE LEDGER:
Below is a sample of the suggested account structure for these grant funds:
REIMBURSEMENT PERIOD: Reimbursement requests will be made in E-time in accordance with the following schedule:
Reporting Period Due Dates to Wayne RESA Reimbursement Date
07/01/2020 – 9/30/2020 October 15, 2020 10/31/2020
10/01/2020 – 12/31/2020 January 15, 2020 01/31/2021
01/01/2021 – 03/31/2021 April 15, 2021 04/30/2021
04/01/2021 – 06/30/2021 July 20, 2021 08/10/2021
ALLOWABLE EXPENDITURES: Salary and benefits for agreed upon FTE for Literacy Coach(es), not to exceed contractual amount (i.e.
$112,000 per coach). Each quarterly request would be expected to equal 1/4th of your districts annual
allocation.
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DOCUMENTATION: Attached to your reimbursement requests should be a detailed summary of your YTD ledger expense.
Below is an example of expected documentation:
(1.) Ledger Sample
Your Total Expenses to Date in E-time should match your ledger YTD Report Total.
(2.) E-Time Sample
Ledger
YTD
matches
E-time
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E-TIME INSTRUCTIONS
EARLY LITERACY GRANT
E-TIME GRANT REQUEST ***How To Create An Invoice***
RESA E-Time website: https://webapps.resa.net/etime/
1. Enter your User Name and Password – initially you will use your entity (school code) number
for both. If necessary, click the Forgot Password button and enter your user name and email
address so your password can be sent to you. NOTE: PSA management companies are required to have separate log in user names and passwords for each academy.
2. Select Department – You will see this screen if you have multiple grants to select from (ex. Early Literacy Grant (Section 35) 2019-2020).
3. Service Summary – Click on the New Service button to create a new Early Literacy grant
request – Service Detail record.
4. Service Detail – On this screen complete the following fields:
Grant: Arrow down to choose
ISD: Wayne RESA
District: Arrow down to choose your district/academy
School: NOTE! Always choose district/academy name with 00000
Date: Prefills with the current date but you may want to change to match the date of your expense detail back up. NOTE: At grant year end always choose a date reflective of the month the grants ends.
Type: Select Grant Type
Amount: Enter the requested amount NOTE: At grant year end no pennies left or over.
Work Description: Must fill in any of your choice - ex. Early Literacy Req #1 or Dec Early
Literacy Request
Browse *REQUIRED* Click and search for your saved ledger detail file (PDF or
Excel) reflecting grant expenses to date and then click Attach
Back-up must include your general ledger detail postings and clearly show grant total YTD spent, or your request will be denied and returned for correction.
5. Select Save Changes The application auto-saves as you navigate from screen to screen, but may
time out if inactive.
6. Your record is in “Pending” status. At this point you can save and come back to it, review it, make any changes, delete and replace attachments, etc. It is not a bill at this point! You must proceed to Step 7.
7. Ready to Invoice You must click to change your record to this status so it can be invoiced. If
necessary, you can go back and make changes by clicking Change to Pending If you need to
start all over (careful-won’t ask if you’re sure!) you can click Delete This Service
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8. Click on Service Summary (top left) to view all requests entered. Only records with a “Ready”
status can be invoiced. You can click Edit if you need to change record status (only if not already
invoiced).
Prepare Invoice Click to move the grant request to the final step, which is the submission of
the invoice. Enter or use calendar to select today’s date. NOTE: At grant year end always choose a date reflective of the month the grants ends.
9. View Draft Review the Invoice. Make sure that the required documentation is attached.
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10. Click Submit Invoice. Read the assurance statement and certify your funds request by clicking
on I Agree to the Above (Submit Invoice). A PDF will pop up. You may want to print or
email the invoice and give to your Accounts Receivable staff so they will know what grant account to credit the deposit.
When you submit your request, it will begin the Approval phase and will proceed electronically to the first approver. Please allow 3-4 weeks for review and approval. Each step of the process has a new status name as follows:
Pending – Records are in a modify state
Ready – Ready to proceed to Invoice
Submitted – Invoice submitted
In Approval Process - The first approver has passed the invoice on to the next approver
Rejected – Invoice has been denied
Approval Complete – Invoice approved and ready for payment
Paid – Check or ACH payment has been processed If your invoice has been ‘Denied’, you will receive an email indicating your invoice has been denied as noted in the subject line, and the message will detail the reason for denial. Your invoice record will be returned to the ‘Ready’ status and you will need to correct any errors. You will do this by changing the
record back to the ‘Pending’ status - select Change to Pending button on the Service Detail screen.
Once you have made the necessary changes, remember to change the record back to the ‘Ready’ status by clicking on the
Ready to Invoice button and start the invoice submission process again.
In addition, you might receive an email indicating that your invoice has been ‘Approved’, and in the body of the email there may be suggestions regarding future requests. If you receive this type of email you will not need to make any changes as the invoice has been approved and is in the payment process.
If your district or agency has contacts or email changes, you must send a new E-Time Contact Form to [email protected] or [email protected].
Questions regarding the E-Time system or log in issues: Cheryl Schiebold, Management Application Consultant, [email protected], 734-334-1520 Questions regarding Early Literacy grant payments and reports: Tracy Malloy, Budget and Fiscal Analyst, [email protected], 734-334-1536 Questions regarding Early Literacy grant budgets and compliance: Mari Treece, Manager of Educational Services, [email protected], 734-334-1384