ePlan Reimbursement Process

Miya Libes, Grant Coordinator 4/12/18

Agenda

• Overview of process • Rationale for changes• Allowable expenses• Required documentation

Reimbursement Process

Overview of Process

• 2018 will submit documentation for all non-personnel expenses– Will separately upload personnel supporting documents

• Upload documents into ePlan as shown• Enter requested funds following usual practice• Submit to RTBR/TDOE

– Is reviewed by RTBR Fiscal Manager– Submitted to TDOE Fiscal Team for review and processing

• Cannot process new request for reimbursement until previous request is paid; this can take around ten days.

Rationale for Changes

• Last year we did not require documentation for all expenses– Only purchases above a specific dollar amount needed

documentaition– Made reimbursement process difficult and required repeated

back and forth– Made tracking of allowable expenses difficult if expense was in a

required category but under the specified dollar amount

• ePlan does not show which lines funds are requested from– Makes tracking expenses difficult for reimbursement managers

Unallowable Expenses

Unallowable Expenses

Grant funding cannot not pay for the following:• Furniture– toasters, lamps, tents, chairs• Gift cards/Gas cards• Tax on items• Bounce houses/slip’n’slides• School-year classroom items• Technology• T-shirts

• If you are not sure if an item can be covered by the grant, please contact us at ReadtobeReady.TN@tn.gov prior to purchasing the item

Supporting Documents

Supporting Documents

• Non-personnel expenses– Reimbursement Form

• Excel spreadsheet used throughout process– Copies of receipts and/or invoices

• Loaded in batches based on request• Do not upload purchase orders• Do not need to upload copies of checks/payment verification• Do not need to upload general ledgers unless they are the only proof

of payment/request for reimbursement.

• Personnel expenses– Time and Effort document– Payroll sheets

ePlan

ePlan- Uploading Documents

Example Reimbursement Sheet

• Excel spreadsheet that will be running document throughout process• You will add to this spreadsheet and upload updated version each time• Do not remove completed reimbursement lines• Remove example text before entering expenses

Listing Summer 2017 Expenses

• If you had a camp during Summer 2017 and had expenses in FY 2018 please list those lines at the top of your Reimbursement Request Sheet

• This will keep your running totals correct as ePlan does not differentiate between grant cycles, just Fiscal Years

Example Reimbursement Sheet

• Expense number will be continuous throughout reimbursement. Write this number clearly in an obvious place on the invoice/receipt.

• There are two lines for Expense #2 is because they are different line item codes (as seen on receipt).

Example Reimbursement Sheet

• Explain where the document is from– this will most often be the vendor or business name on receipt.

• Provide a short description that will help us identify the expense and purpose.

Example Reimbursement Sheet

• Expense Date– date on invoice/receipt• Please highlight this date on receipt if it is difficult to find,

especially if you will have multiple receipts from the same vendor over the course of the summer.

Example Reimbursement Sheet

• What budget code is the expense tied to• This is especially important if there are multiple codes on one receipt/invoice• This will help us match your expenses to the amount requested in ePlan• ePlan keeps a running record of requested funds to date

Example Reimbursement Sheet

• How much funding are you requesting from the grant for this expense?

Example Reimbursement Sheet

• What kind of supporting document is being provided?• Receipt• Invoice• Online confirmation of purchase• Map

Example Reimbursement Sheet

• Include any comments that will help the reviewer understand the request and documentation

• Important if there are any irregularities on the supporting documents

Example Reimbursement Sheet

• Date funds are being requested in ePlan; may not match the dates on expense receipts

• Will be used in the naming convention for the supporting documents

Example Receipts

• Label receipt with Expense # to match sheet

• Strike through non-grant expenses

• Highlight important information if it is hard to find or see

Supporting Documents

• Scan documents in the order listed on spreadsheet• Label receipt/invoice with correct expense number found

on spreadsheet– This should be clear and obvious to the reviewer

• Cross out any purchases that are not being paid for or requested from grant funds

• Load batches of supporting document using this naming convention:– Date of request_Reimbursement #– Example: 6.15.18_Reimbursement1

• Do not delete previous document files. Upload additional files for each subsequent reimbursement request

• Upload as PDF

Personnel Reimbursement

Personnel- Time and Effort

• One document will be submitted when personnel funds are requested

• Time and Effort Document– template in ePlan• List all personnel who are being paid

– Indicate their role/position, i.e. instructor, nurse, educational assistant

• Have each person sign and date• This indicates that they have completed their duties as

agreed upon • You will upload this document once for the summer

unless your staffing changes– Update T&E with new/additional staff and indicate who they are

replacing

Personnel- Payroll Sheets

• Upload District Payroll sheets/reports separately from T&E and Expenses

• Upload as a PDF in T&E section• Use Naming Convention:

– Payroll#_Date– Ex: Payroll1_6.17.18

• Substitute Teachers*– Substitutes used during conference attendance do not need to

sign T&E sheet. – Please upload district documentation of cost of substitutes and

any applicable benefits

Questions?

Questions

• Please contact the Read to be Ready Team with any additional questions.

• ReadtobeReady.TN@tn.gov