expanded success initiative expense policies guide 2013-2014_8813

8/22/2019 Expanded Success Initiative Expense Policies Guide 2013-2014_8813

1/12*Policies are subject to change without prior notice

Contracting and

Expense PoliciesGuide 2013-2014


2/12

ESI Expense Policies Guide_ August 20132


3/12

*Policies are subject to change without prior notice


4/12

TABLE OF CONTENTS

Contracting

Procedures..2

Policies for

Schools

.3

Policies for Organizations/

Consultants6

Policies for Alumni/ Current Student

Mentors6

Appendix A: Sample

Invoices..8



5/12

EXPANDED SUCCESS INITIATIVE EXPENSE

POLICIES-CONTRACTING PROCEDURES

The use of private funds for ESI grant-related expenses must be included in the ESIbudget, and funds must be spent in accordance with donor requirements and theChancellors Regulations.

ESI schools may not supplant private funds with public funds, and/or repurpose grantdollars to other projects. Grant budgets can only be modified in close collaboration withthe ESI team.

THINGS TO NOTE ABOUT CONTRACTING WITH THE FUND FOR PUBLIC SCHOOLS(FPS):

Contracts with FPS are annual; Year 2 for schools and partners includes workbetween July 1, 2013 and June 30, 2014.

Many of the schools have requested that their partner organizations break uppayments by semester. The Scope of Work template (SOW) provides semester-

based categories in which to input activities: Phase I (Fall semester) and Phase II(Spring semester). Payments cannot begin until the SOW and FPS contract have been

processed and approved.

Invoices must have a signature from the Principal or authorized signatory at theschool before being submitted to the ESI team for processing.

All individual consultants, consultants provided by RFL organizations,

and alumni mentors must be fingerprintedat their own expense before

they begin work in your school. This applies to any adult not employed by the

Department of Education that will be working directly with your students. For

guidelines on fingerprinting, visit

http://schools.nyc.gov/Offices/DHR/Fingerprinting+Employee+IDs+and+Smart+Cards.htm

HIRING RFL APPROVED ORGANIZATIONS/ CONSULTANTSFor schools that intend to contract with RFL approved organizations/ consultants, pleasework with the partner to submit the following to the ESI team:

Completed SOW in Word version

W-9 submitted to Charisse Taylor at ctaylor21@schools,nyc.gov and Anna MayFeige at [email protected]

Signatory Information submitted to Charisse Taylor at ctaylor21@schools,nyc.govand Anna May Feige at [email protected]

RFL Application for Exemption (for consultants only)

These documents are needed for organizations and consultants contracted for one-timeprojects (i.e. T-shirt designers and photographers) and ongoing projects (i.e. youngmens group facilitators working for a semester or school year). All organizationsmust be contracted with the Fund for Public Schools, whether the organizationis listed on the RFL or not. In your ESI budget, payment must be listed in yourFPS line.

http://schools.nyc.gov/Offices/DHR/Fingerprinting+Employee+IDs+and+Smart+Cards.htmhttp://schools.nyc.gov/Offices/DHR/Fingerprinting+Employee+IDs+and+Smart+Cards.htmmailto:ctaylor21@schools,nyc.govhttp://var/www/apps/conversion/tmp/scratch_3/[email protected]:ctaylor21@schools,nyc.govmailto:[email protected]://schools.nyc.gov/Offices/DHR/Fingerprinting+Employee+IDs+and+Smart+Cards.htmhttp://schools.nyc.gov/Offices/DHR/Fingerprinting+Employee+IDs+and+Smart+Cards.htmmailto:ctaylor21@schools,nyc.govhttp://var/www/apps/conversion/tmp/scratch_3/[email protected]:ctaylor21@schools,nyc.govmailto:[email protected]


6/12

HIRING ALUMNI/ CURRENT STUDENT MENTORSFor schools that will be employing alumni/ current student mentors, the Fund requiresthat the following documents be completed for each alumni/ current student mentor thatyou will hire:

W-9

Non Disclosure Agreement

Scope of Work

Here are some general notes for completing the contracting process for hiring alumni/current student mentors:

1. W-9s can be scanned and emailed or faxed to Charisses attention at212.356.7517. If faxing, please send Charisse a quick email to let her know whenyoure sending it so she knows to pick it up.

2. The Non Disclosure Agreement (NDA) is required in lieu of a lengthier contract with

The Fund for Public Schools. Please note that the NDA cites that these are alumnitutors and there is still a significant amount of legal jargon in the document. Dontworry about this. Please advise the students to read but ultimately, we just needtheir signature on it to move the process.

3. The NDA has been included in Word version because the highlighted sectionsrequire that you insert the name of your school and the name of the alumni/current student mentor.

4. Please be mindful that there is a section on fingerprinting-all alumnimentors must be fingerprinted with the DOE. Current student mentors do notneed to be fingerprinted. Please note that this is a policy and requirement of The

Fund in line with Chancellors Regs.

5. Please note that if you do decide to pay for alumni mentors to be fingerprinted,this can only be done with private funds-tax levy funds cannot be used for thispurpose. Contact Charisse if you need to make a budget mod for this reason.

6. The Scope of Work can have the same deliverables for each alumni/ currentstudent mentor-please change the name on each template to reflect individualdocuments for each alumni mentor. Please note that the ESI liaison at the schoolwill be the point of contact with The Fund around communication regarding theScope of Work.

Please contact Charisse with any questions related to contracting withthe Fund for Public Schools

EMAIL PHONE/ FAX BY MAIL

[email protected]

(212) 356-3759/(212) 356-7517

New York City Department ofEducationExpanded Success InitiativeATTN: Charisse Taylor333 Seventh Avenue, Rm. 760

mailto:[email protected]:[email protected]:[email protected]:[email protected]


7/12

NewYork, NY 10001

EXPANDED SUCCESS INITIATIVE EXPENSE- POLICIES FOR SCHOOLS

The use of private funds for ESI grant-related expenses must be included in the ESI

budget, and funds must be spent in accordance with donor requirements and theChancellors Regulations.

ESI schools may not supplant private funds with public funds, and/or repurpose grantdollars to other projects. Grant budgets can only be modified in close collaboration withthe ESI team.

There are three ways to access your Fund for Public Schools account:1) Reimbursement2) Invoice for payment via approved organization or consultant3) Invoice for payment for travel/food/trips/conferences via vendor

1. SUBMITTING FOR REIMBURSEMENT

All expenses submitted for reimbursement must be accompanied by original receipts.Expenses older than 90 days for general reimbursement will not be eligible for payment.Original receipts will accompany an ESI Reimbursement Request Form to indicate thepayee as well as location where the payment should be mailed. Reimbursement RequestForms are located on the wiki. Reimbursement Request Forms with the originalsignature and original receipts must be submitted by mail.

To complete the ESI Expense & Reimbursement Request Form (located on the wiki here),

o ONLY FILL OUT THE GREEN SECTIONSo PRINT AND SIGN IN THE HIGHLIGHTED AREAo MAIL TO CHARISSE TAYLOR

To avoid paying sales tax (New York City and/or New York State), submit a Certificate ofTax Exemption to the vendor. This certificate certifies that The Fund for Public Schools isexempt from paying New York State and local sales tax. For out-of-state travel, salestaxes are allowable. Federal taxes for items such as airline tickets must be paid. If salestax must be paid (i.e., a vendor will not honor the tax exemption), a reimbursement canbe made.

Private funds cannot be used for: Parties

Alcohol

Gifts Tuition

Credit Card purchases: To get reimbursed for this type of transaction, you mustprovide a copy of your credit card statement which shows your name, at leastthe last four digits of the account number, and the transaction.

http://esinyc.wikispaces.com/Expense+Policies+and+Paymentshttp://esinyc.wikispaces.com/Expense+Policies+and+Payments


8/12

Policies for using private funds for meetings, travel andmeals:

Travel (that would be paid for via private dollars) should be restricted toonly those trips that are in the budget and critical to the grantobjectives. It is also suggested that the most economical means of transportationshould be used (e.g., public transportation). Please attach meeting agendas andattendee list to all requests for reimbursement. The Funds gas mileage

reimbursement rate is $0.56 per mile.

The maximum meal allowances per person for meetings, conferences, or retreatsoutside of New York City conducted for business are below. Note: these allowancesinclude tips, taxes, and delivery charges and are the maximum allowable. Mealexpenses associated with travel for conferences will be reimbursed withprivate funds based on the submission of original receipts, an event flyer& conference agenda and must be in accordance with the followingmaximum allowable guidelines:

MealCost PerPerson

Breakfast $12.00

Lunch $18.00

Dinner $36.00

School facilities or other district-owned space should be used to host meetingsrather than third party rental spaces when possible.

Equipment purchased with grant funds is the property of the grant/DOE. If anemployee leaves the grant funded program, the equipment should be transferred

to his/her replacement. If the employee isnt replaced, the equipment should stillremain with the DOE program, until one is in place.

2. SUBMITTING AN INVOICE FOR PAYMENT VIA RFL APPROVEDORGANIZATION

The approved organizations and/or consultants that you are working with, if any, havebeen directed to present you with their invoices for sign off. Please be mindful thatthey will seek you out for this purpose-please delegate an authorized signatorywhere relevant. Organizations/consultants can submit invoices monthly or quarterly toCharisse for processing. They then receive a check from The Fund for Public Schoolsmailed to the location of their choice.

To facilitate a smooth payment process, all submitted invoices must have thefollowing:

Dates of services rendered

Description of service rendered

Remittance address at which to send payment

Principal signature approving the invoice



9/12

3. SUBMITTING AN INVOICE FOR PAYMENT FORTRAVEL/FOOD/TRIPS/CONFERENCES VIA VENDOR

Generally, vendors will invoice you for transportation, trip admissions, retreat spacebooking, conference admissions, and food depending on the type of caterer/restaurantyou are working with. Please submit any invoices to Charisse at least 20 business daysbefore payment is due. Rush payments are not possible.

Reimbursement Request Forms, original receipts, and bank/credit cardstatements must be mailed. Invoices may be submitted electronically, by fax, or bymail.

ELECTRONICALLY FAX NUMBER BY MAIL

[email protected]

(212) 356-7517

New York City Department ofEducationExpanded Success InitiativeATTN: Charisse Taylor333 Seventh Avenue, Rm. 760New York, NY 10001

Please note that the payment process can take up to 20 business days.Once acheck has been mailed, please allow an additional 5 business days for it toarrive by USPS.

EXPANDED SUCCESS INITIATIVE EXPENSE POLICIESFOR ORGANIZATIONS/CONSULTANTS

All invoices must have sign off from the Principal or authorized signatory of the school(s)an organization or consultant is working with. Organizations/consultants can submit

invoices monthly or quarterly to Charisse for processing. The organization/consultant willreceive a check from The Fund for Public Schools mailed to the location indicated on theinvoice.

The invoice should follow the ESI Sample Invoice Template (see Appendix A) anddeliverables cited must match those indicated in the Scope of Work. Invoices for trainingsor meetings must be accompanied by sign-in sheets indicating date and location oftraining/meeting and names of attendees.



Description of service rendered Remittance address at which to send payment


Please submit any invoices to Charisse at least 20 business days before payment isdue. Rush payments will not be possible.

Invoices may be submitted electronically, by fax, or by mail:

mailto:[email protected]:[email protected]:[email protected]:[email protected]


10/12


[email protected]

(212) 356-7517

New York City Department ofEducationExpanded Success InitiativeATTN: Charisse Taylor333 Seventh Avenue, Rm. 760

New York, NY 10001

Sign-in sheets should be scanned and emailed to Charisses attention [email protected].

EXPANDED SUCCESS INITIATIVE EXPENSE POLICIES FOR ALUMNI/ CURRENTSTUDENT MENTORS

All invoices must have sign off from the Principal or authorized signatory of the school(s).Schools employing alumni mentors can submit invoices on their behalf monthly orquarterly to Charisse for processing. The alumni mentor will receive a check from The

Fund for Public Schools mailed to the location indicated on the invoice. Otherwise, aschool can indicate that they would like the checks mailed to the school location todistribute on their own.

The invoice should follow the ESI Sample Invoice Template (see Appendix A) anddeliverables cited must match those indicated in the Scope of Work.



Description of services rendered

Remittance address at which to send payment


Please submit any invoices to Charisse at least 20 business days before payment isdue. Rush payments will not be possible.

Invoices may be submitted electronically, by fax, or by mail:


[email protected]

(212) 356-7517

New York City Department ofEducationExpanded Success InitiativeATTN: Charisse Taylor333 Seventh Avenue, Rm. 760New York, NY 10001

TO INQUIRE ABOUT THE STATUS OF SUBMITTED INVOICE/ REIMBURSEMENTREQUESTS:

Contact Charisse Taylor, Associate Director of ESI [email protected] or 212-356-3759.

mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


11/12

EXPANDED SUCCESS INITIATIVE-APPENDIX A: SAMPLE INVOICESYOUR COMPANY NAME HERE

YOUR COMPANY ADDRESS HEREYOUR COMPANY PHONE NUMBER HERE

(Or you can prepare this on your letterhead as long as this information isshown there)

INVOICE # 1

DATE HERE

BILL TO:The Fund for Public Schools, Inc52 Chambers Street, Room 305New York, NY 10007

Attn: Caroline GonzalezProject: ESI Program at NAME OF PARTNER SCHOOL

Payment Due: (In accordance with Contract agreement)

SEE SAMPLE BELOW-USE YOUR SCOPE OF WORKTO GENERATE

Cost

1. Planning for implementation including travel andmaterials :

Competency and Development 7/01/12-8/30/12

$15,722

Deliverable #2

2. Planning for Implementation: Task Developmentincludes

materials (7/01/12 - 8/30/12)

$9,613

Deliverable #3

3. Two Days of Initial In-person trainings oncompetencies/tasks

(9/01/12-9/08/12)

$10,485

Deliverables 1-3 accomplished as contracted $35,820

Please make checks payable to:YOUR NAME HEREAddress where check should be mailed

Attention of ..

CERTIFICATION:I hereby certify, to the best of my knowledge and belief, that the information, facts,

figures and assertions contained herein are complete, correct and accurate, that theycorrespond with the books and records of this agency, and that the expendituresreported including, but not limited to, compensation for personnel services, were madesolely for the purposes specified in the agreement with The Fund for Public Schools.

____________________________________________


12/12

EXPANDED SUCCESS INITIATIVE-APPENDIX A: SAMPLE INVOICESSignature

ALUMNI MENTOR NAME HEREALUMNI MENTOR ADDRESS HERE

ALUMNI MENTOR PHONE NUMBER HERE(Or you can prepare this on your letterhead as long as this information is

shown there)

INVOICE # 1

DATE HERE

BILL TO:The Fund for Public Schools, Inc52 Chambers Street, Room 305New York, NY 10007

Attn: Caroline GonzalezProject: ESI Program at NAME OF PARTNER SCHOOL

Payment Due: (In accordance with Contract agreement)

SEE SAMPLE BELOW-USE YOUR SCOPE OF WORK TO

GENERATE

Cost

Deliverable #1

Peer editing of writing in after school tutoring sessions

Deliverable #2

Weekly visits to Advisory

Deliverable #3

Overseeing events specific to Gentleman Scholarsprogram

Deliverables 1-3 accomplished as contracted $50

Please make checks payable to: ALUMNI MENTOR NAME HEREAddress where check should be mailed

Attention of

CERTIFICATION:

I hereby certify, to the best of my knowledge and belief, that the information,facts, figures and assertions contained herein are complete, correct and accurate,that they correspond with the books and records of this agency, and that theexpenditures reported including, but not limited to, compensation for personnelservices, were made solely for the purposes specified in the agreement with TheFund for Public Schools.

____________________________________________Signature

expanded success initiative expense policies guide 2013-2014_8813

Documents