Reporting and Invoicing Guidelines Presenter: April Morrison Welcome Safe Routes to School Reporting...

Reporting and Invoicing GuidelinesPresenter: April Morrison

Welcome

Safe Routes to School

Reporting and Invoicing Guidelines


Presentation Objectives

•Explain the responsibilities of Fiduciary, Principal, and Program Coordinator

•Explain how to expedite your contract

•Explain guidelines for reporting expenditures


Responsibilities of Fiduciary

•Financial aspects

•Spending procedures and payment schedules

•Spend according to the contract

•Pay approved expenses, and pay the SR2S coordinator



•Keeping the receipts

•Communicate reporting

•Submit reports, invoices, and receipts (MFF)

•Receive reimbursement



•Champion SR2S activities and projects

•Work with team to solved problems


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


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


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



•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



•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


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


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


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


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.


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


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 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 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.


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)


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


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


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/


SR2S MFF Contacts


MDOT Regions

Superior and University – Rosie Stern

North and Metro – Linda Patrick

Grand and Bay - Alex Nikoloff

Southwest – April Morrison-Harke


Questions?

Thank you!

Reporting and Invoicing Guidelines Presenter: April Morrison Welcome Safe Routes to School Reporting...

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Transcript of Reporting and Invoicing Guidelines Presenter: April Morrison Welcome Safe Routes to School Reporting...