Post on 22-Sep-2020
Lather, Rinse, Repeat:A step-by-step tutorial on preparing
progress reports and reimbursement
requests
due date
ALL REPORTS DUE ON 10TH DAY AFTER EACH QUARTER
The 10th day after each quarter does not mean:• The 11th (unless specified by ReLeaf)
• The 12th
• The next week
• Any other time but the 10th
THIS IS A CONTRACTUAL OBLIGATION!
Why I’m beIng a
1. One group is late, everybody is late
2. ReLeaf report due to CAL FIRE last day of the month
3. Minimal flexibility to work outside these parameters
-- supplemental submissions create much additional work
OUR GOAL IS TO GET EVERYONE PAID FAST!
part ONE: PROGRESS rePORts
Most common hurdles:• Too Little Information – use your words
• Too Much Information – more is not always better
• Census Tract Data – the ten-digit dilemma
• Corresponding Data – making the numbers match
what every Progress report needs
Completed Progress Report
Photos
Tree Planting spreadsheet with all fields completed in Excel
Two hard copies of all of the above to mail to California ReLeaf
Progress Reports are required every quarter… even if no work was performed
BREAKING IT DOWN: Progress reports
Align these
numbers with
reimbursement
request
Reference
previous
progress
reports
Progress reports CONTINUEDUse ten-digit
census tract
numbers, and only
when work has
been performed
there during the
reporting period.
Best of photos
• Submit majority electronically
• Quality resolution
• Include one or two color pictures in hard copy
• Demonstrate progress
• Connect community
• Visuals of before and after
• Education tools
Tree tracking
What CALFIRE Requires For Tree Inventory and GHG Reductions
Instructions: Urban Forest Management
Instructions: Forest Improvement
Enter your data into the correct quarter.
1
1. Tell us your grant name and number and the date you’re presenting your report.
1. Tell us your grant name and number and the date you’re presenting your report.
2. “Planted trees…” are calculated automatically based on your entries.
2
3. Tree #: must be unique over entire inventory.
4. Funder: Choose from the drop-down menu: CALFIRE or Match
5. Scientific name: Genus, species, and cultivar, if appropriate (NOT common name)
6. Street address
7. Other address info (optional): Park name, school name, west side of street, etc.
8. City: Choose from drop-down menu
3 4 5 6 7 8
9. Ownership: Choose from the drop-down: Public or private
10. Y Coordinate: Should be a (a) positive number (b) between 32.000000 and 42.000000 with (c) six decimals places of accuracy. (**see later slide for more info**)
11. X Coordinate: Should be a (b) negative number (b) between -114.000000 and -125.000000 with (c) six decimal places of accuracy. (**see later slide for more info**)
12. Census tract: Should be a (a) ten digit number (b) starting with 60 or 61, taken from CalEnviroScreen 3.0 (CalEnviroScreen 2.0 for Forest Improvement)
9 10 11 12
13. URBAN FOREST MANAGEMENT: DAC Status: 1A = within DAC, 1B = within low income census tract, 1A + 1B = DAC and LI, 1C = within ½ mile of DAC AND LI.
13.FOREST IMPROVEMENT: DAC Status: Use the spreadsheet’s tab labelled “DAC Guidance” to determine. Possible values include 1A, 2A, 2B, 2C, 2D. Values such as 85-89% are not correct.
14. Date planted
15. Stock size: Choose from the drop-down menu. Values include, e.g., 15-gallon, 24” box. Do not enter a measure of the dbh.
16. Grow space: Enter square feet of planting area (ex: 24 sq ft) or, if the space is largely uninterrupted, enter the type of planting area (ex: 12’ median, open)
17.Tree status: Choose from drop-down: New, replacement, dead
13 14 15 16 17
UFM: Census Tract and DAC/LI Status
https://ww3.arb.ca.gov/cc/capandtrade/auctionproceeds/communityinvestments.htm
FI: Census Tract and DAC/LI Status
https://oehha.ca.gov/calenviroscreen/report/calenviroscreen-30
GHG Benefits from shading
18. Distance to nearest building: Choose from drop-down: 0-20 ft, 20-40 ft, 40-60 ft, 60+ ft. (**See later slide for more info**)
19. Tree is to the [direction] of building: Choose from drop-down: East, Southeast, South, Southwest, West, Northwest, North, Northeast (**see later slide for more info**)
1918
Lat/Long: Get Enough Digits
You need SIX digits after the decimal: 37.760083, -122.501716
How To Get Lat/Long
In the field:
GPS device
Smart phone apps (but not the default iPhone compass app!)
Back at your desk:
Google Maps
Google Earth
Smart Phone AppsCommander Compass
Google MapsOut in the field
Google MapsBack at your desk
1. Right click on the exact tree spot.
2. Choose “What’s here?”3. Lat/long appears in box at
bottom.4. Cut and paste! Don’t try to
type it out.
Google Earth
Distance and direction to building1. Distance to nearest building
a. 0-20 ftb. 20-40 ftc. 40-60 ftd. 60+ ft (no energy benefit)e. Easily measured in the field
by teaching people their pace or using Google Earth.
2. Direction from building to tree. It’s very easy to get this backwards, so remember: a. “The tree is to the _____ of
the building”b. Best done using maps, not
in the field.3. In this example, Tree #245 is
0-20 ft to the east of the building.
calculating GHG reductions
DO NOT TRACK YOUR GHGs!
Substituting Species
DO NOT UNILATERRALLY DECIDE TO CHANGE TREES!
All species substitutions need to be approved by CAL FIRE and California ReLeaf to ensure:
Right tree, right place
Comparable GHG reductions
Appropriate water usage
Reasonable Costs
Kelaine’s recommendations for tree inventory record keeping
1. Whenever possible, don’t have people writing down numbers. Use cut and paste.
2. Let people in the field find distance from tree to nearest building (using measured paces?) but use the map image to find direction.
3. If you’re using your phone or a GPS device to find lat/long, stand right next to the tree! You will often find yourself standing several feet away across the sidewalk, looking at the tree and getting your coordinates, which will then be off by several feet.
4. Measure distance and direction to the nearest building. That might not be the most obvious one!
5. Practice a few times with your equipment and data sheets before the real thing!
6. Please give your files helpful names (include your organizations name and the quarter). Ex: TreeHuggers_1Q2020_MDCAReportingForm.xlsx
end part oNE
part II: Reimbursement requestsMost common hurdles:
• Supporting documentation for personnel costs
• Supporting documentation for material and admin costs
• Supporting documentation for match
• Vague or unclear supporting documentation
• Receipts listed by item, not by vendor
• Miscategorized charges, especially in Personnel
• Miscalculated indirect costs
what every request needs
Reimbursement Request Workbook in Excel
Excel Receipt Reporting Form
Excel Timesheet Template for all applicable Personnel
Your organization’s own timesheets for applicable Personnel as supporting documentation
Supporting documentation for all reimbursement requests and listed match funds/materials
Line item reimbursement request for Indirect Costs (not to exceed 10% of total request)
Included Volunteer sign-in sheets with start and stop time completed by staff
Two hard copies of all of the above to mail to California ReLeaf
Reimbursement requests
are optional
Releaf timesheet template
Change
each
month
Add project
staff here…
… and here
as needed
This is not a substitute for your org’s own timesheets!
complete timesheet template
Identifying
staff by
name
optional
getting your sheets together
benefits
consultants and contractors
Tracking costs
reimbursement request workbook
Quarterly tabs for
your reporting
convenience
complete reimbursement request workbook
receipt reporting form
Place your logo first!
Funding for this California Climate Investments grant project has been provided through California ReLeaf and the California Department of Forestry and Fire Protection (CAL FIRE), Urban and Community Forestry Program.
Acknowledgements are required
Additional
Logos and
Partners
Park and School Signs
Event Banners
Flyers
Education Materials
Door Hangers
Publications
examples
receipt reporting form Example
Indirect costs
• No supporting documentation
needed
• Always claim your prescribed
percentage with each
reimbursement request
• Unclaimed indirect costs without
direct costs will not be
reimbursed
Mileage Reporting (Admin)
Bill for fuel and electric
Primary matching source
Only one form to complete
Almost all unpaid project engagement counts
Keep tracking volunteers even after match requirement is met
Take a Volunteer Tracking Form with you to related meetings and community gatherings
some notes on volunteer tracking
volunteer tracking form
To be
completed
by project
staff
Address
or zip
code
essential
filled Volunteer tracking form
Include
start/stop
times
Replace
our logo with
yours
correct Volunteer tracking form
submitting hard copies
TWO HARD COPIES MUST BE SUBMITTED AND
POSTMARKED ON 10TH DAY AFTER EACH QUARTER
• ReLeaf retains one copy as required by CAL FIRE contract
• CAL FIRE receives one copy – THIS MUST BE SINGLE-SIDED
• Incomplete electronic submissions probably mean incomplete hard
copies, creating more work for everyone
closing comments
• Next report and reimbursement request
due April 10th, 2020
• Always feel free to submit materials up to
eight days early
• Use California ReLeaf as a resource
• Consult with fellow grantees
• Don’t let the paperwork overshadow the
greatness of what you’re doing