reporting and invoicing guidelines presenter: april morrison welcome safe routes to school reporting...
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Reporting and Invoicing GuidelinesPresenter: April Morrison
Welcome
Safe Routes to School
Reporting and Invoicing Guidelines
Reporting and Invoicing GuidelinesPresenter: April Morrison
Presentation Objectives
•Explain the responsibilities of Fiduciary, Principal, and Program Coordinator
•Explain how to expedite your contract
•Explain guidelines for reporting expenditures
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of Fiduciary
•Financial aspects
•Spending procedures and payment schedules
•Spend according to the contract
•Pay approved expenses, and pay the SR2S coordinator
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of Fiduciary
•Keeping the receipts
•Communicate reporting
•Submit reports, invoices, and receipts (MFF)
•Receive reimbursement
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of Fiduciary
•Champion SR2S activities and projects
•Work with team to solved problems
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of the Principal
•Champion SR2S and facilitate involvement
•Spent on (only) activities and projects awarded
•Approve all awarded SR2S in-school activities in a timely manner
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of the Principal
•SR2S information and materials, including end-of-grant parent and student surveys
•Provide permission to engage students in activities, including leadership roles when possible
•Work with the team to solve problems
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of the Program Coordinator
•Plan and implement approved SR2S activities stated in the award
•Obtain skills and knowledge to implement activities effectively
•Obtain permission from Principal to schedule and conduct the approved activities
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of the Program Coordinator
•Learn and follow fiduciary’s rules for the purchase of approved items
•Keep all receipts and give those to the fiduciary
•Learn and follow your fiduciaries rules for payment of the program coordinator hours
Reporting and Invoicing GuidelinesPresenter: April Morrison
Responsibilities of the Program Coordinator
•Complete and submit all reports required by the fiduciary
•Cooperate on assessment and evaluation activities
•Work with the principal and fiduciary to solve problems if they arise
Reporting and Invoicing GuidelinesPresenter: April Morrison
Frequently Asked Questions
•When can I start spending money?
As soon as the contract is complete
•How much time will I have to spend?
All contracts end June 30, 2011
Complete activities by 2010-2011 school year
Reporting and Invoicing GuidelinesPresenter: April Morrison
Frequently Asked Questions
•What is the Award Summary?
The document that came from MFF in the letter announcing your award
•When will the contracts be ready?
It will be different for every school
It depends on when the fiduciary gives the Award Summary back to MFF
Reporting and Invoicing GuidelinesPresenter: April Morrison
How to Expedite Your Contract
•Award Summary Budget descriptions may have been changed to be approved
The fiduciary and principal must agree on it
•Fiduciary may ask for changes between budget line items—changes must be approved by MFF
Difficult for approval not already in budget
•Only the fiduciary can make requests to change the Award Summary
Reporting and Invoicing GuidelinesPresenter: April Morrison
Award Summary
•Require post-test based surveys and in-class tallies for completion by parents and students.
•Final payment when surveys received.
•Post-test results will be provided by MSU.
Reporting and Invoicing GuidelinesPresenter: April Morrison
Additional Things to Know
•Save original receipts and documentation through 2015 or until MDOT’s final audit is complete
•Only items identified in award summary may be requested for reimbursement
Reporting and Invoicing GuidelinesPresenter: April Morrison
Additional Things to Know
•Reimbursement takes 90 days from receipt of a complete Reporting/Invoicing Packet to MFF•MFF reviews for accuracy, and will notify upon needing additional information•Incomplete submissions will not be paid until corrected.•If corrections are not made, payment will not be made
Reporting and Invoicing GuidelinesPresenter: April Morrison
Reporting Packets Include
•Progress Report
•Invoice
•Personnel Expense Detail
•Non-personnel Expense Detail
Meeting Summary Form
Travel Summary Form
•Copies of all receipts for non-personnel expenses
•Final Reporting/Invoicing Packet must include a Final Progress Summary
Reporting and Invoicing GuidelinesPresenter: April Morrison
Reporting on Your Progress
•In order to receive financial reimbursement, you must report your progress
•The fiduciary is responsible for turning in the progress reports. The coordinator and principal should be involved in progress reporting
•Fiduciaries have a particular form they must use. They may have the principal/coordinator use the same form.
Reporting and Invoicing GuidelinesPresenter: April Morrison
Progress Report
Activity Description from Award Summary
Cumulative%
of Activity Completed
Number of Participant
s
Accomplishments, Challenges, and Solutions
This is what is listed on your Award Summary Under non-infrastructure Budget Item. Each activity in a separate row.These activities and projects will stay the same in all the progress reports through the year.
Total Percent Completed
Total number involved in accomplish-ment of activity
Activities completed. Critical that activities being reported coincide with the expenditures in the accompanying Invoice, Personnel Expense Detail, and Non-personnel Expense Detail
Safe Routes to School Non-infrastructure Progress Report
School Name:Fiduciary Name (If not the School): Date: Reporting Period:
Web Site - saferoutesmichigan.org – Resources – Award Recipient Reporting Materials
SR2S Non-Personnel Expense Detail
SR2S Non-Personnel Expense Detail (Sample)
Safe Routes to School Noninfrastructure Invoice (Sample)
Reporting and Invoicing GuidelinesPresenter: April Morrison
Encouragement Items
Encouragement Items to Incorporate into your larger message
•Reflective/flashing zipper pulls•Pedometers and step counters•Reflective/flashing backpack tags•Rain coats and ponchos•Reflective tape/stickers•Pens and pencils•Reflective/flashing bicycle license plates and lights•Whistles•Healthy snacks•Flashlights
•Inexpensive backpacks, string bags (reflective or bright colors)•Reflective crossing guard/safety patrol vests•Certificates•Books with walk and/or bicycle to school safety messages•Winter hats, gloves, mittens •Umbrellas•Wool socks•Tokens used in tracking
Reporting and Invoicing GuidelinesPresenter: April Morrison
Ineligible Encouragement Items
•Video production •At-school walking clubs (during school)•In-school physical education activities•Nutrition education activities•Stray animal removal and vaccination programs•Gang violence prevention programs•Anti-bullying curriculum•Graffiti removal, Clean-up or beautification programs•Abandoned building demolition•Newsletters and flyers with information from SR2S, •T-shirts•Gift cards
•Adult or student raffle items to reward meeting attendance •Handbooks and manuals (From MFF)•Full meals•Crossing guard salaries•Powered snow removal equipment•Security cameras•Salaries or stipends for positions currently funded from another source•Salaries or stipends for multi-year positions•Equipment rarely must be returned to MDOT•Candy, soda, junk food, or unhealthy fast foods
Reporting and Invoicing GuidelinesPresenter: April Morrison
Resources
MDCH SRTS Handoutwww.michigan.gov/documents/mdch/SRTS_SMART_Students_Handout_2_232465_7.pdf
Michigan Safe Routes to Schoolwww.saferoutesmichigan.org
SRTS National Partnershipwww.saferoutespartnership.org
National Center for SRTSwww.saferoutesinfo.org
Federal STTshttp://fafety.fhwa.dot.gov/saferoutes/
Reporting and Invoicing GuidelinesPresenter: April Morrison
SR2S MFF Contacts
Reporting and Invoicing GuidelinesPresenter: April Morrison
MDOT Regions
Superior and University – Rosie Stern
North and Metro – Linda Patrick
Grand and Bay - Alex Nikoloff
Southwest – April Morrison-Harke
Reporting and Invoicing GuidelinesPresenter: April Morrison
Questions?
Thank you!