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Read to be Ready Summer Grant ePlan Reimbursement Process

Miya Libes, Program Director

- Departmen! of IMI Education

Agenda

• Overview of process

• Required supporting documentation

– Non-personnel

– Personnel

• Allowable expenses

• Checklist

• Questions

Reimbursement Process


Overview of Process

• Districts will request funds through ePlan using the standard request process.

• Districts will submit supporting documents for both personnel and non-personnel expenses. – Upload documents into “Related Documents” section in ePlan as

shown in following slide.

• The request is submitted to RTBR/TDOE for review via ePlan. – Reviewed by RTBR Program Director

– Submitted to TDOE Fiscal Team for review and processing

• We cannot process new requests for reimbursement until previous request is paid; this can take around ten days. – Use this information to determine how many and how often

reimbursement is requested.

Requesting Reimbursement

• Locate the FY19 Read to be Ready Grant under the

“Reimbursement Request” section of ePlan.

lan Home

Administer

Search

lnbox

Planning

Monrtoring

Funding

Reimbursement Requests

Project Summary

LEA Document Library

Address Book

TDOE Resources

Help for Current Page

Contact TDOE

ePlan Sign Out

Test Site Session Timeout

00:29:49

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Project Summary

FY 2019 - Read to Be Ready Summer Grant

Project Number

C.FDA Number

Initial Substantially Approved Date

Project Beg in Date

Project End Dale

Allocati on

Available Budget

Project Status

Creale New Re imbursemenl Reguest

... .

There are no match ing Adjustments for this grant.

- Department of _IMII ___ Education

Relurn to Reimbursement Reguesls

Project lnfonnalion

Normal [Hold)

. . . . .... ,, Status

$38,297.75 ~P-lember 27, 2018 State Accounti ng Syslem Paid

AdJustments

Amount Type Creator

Relurn to Reimbursement Reguesls

Create New Reimbursement Request

Department of -- Education

ePlan Home

Administer

Search

lnbox

Planning

Mon~oring

Funding

Reimbursement Requests

Project Summary

LEA DOC1Jment Library

Address Book

TDOE Resources

Help for Current Page

Contact TDOE

F ePlan Sign Out

Test Site Session Timeout

00:29:52

• • • • • •

Expenditure Details

FY 2019 - Read to Be Ready Summer Grant

Assurances 210 - Unemployment c.__ _____ ___,

212 - Employer Medicare

429 - Instructional Su pplies & Materials

Total

I Save And Go To

- Department of _IMII ___ Education

71100. Regular Instruction Program 72210 - Support Services/Regular Instruction Program Total

5,040 001

27,337.50

1,694.941 312 481

2,789 641 52718[

0.56

39640[ 7308[

125971

32,345.01 5,952.74

Locate Expenditure Details Page

Upload Related Documents

• Navigate to the Related Documents page.

• Upload the Reimbursement Workbook and all supporting personnel and non-personnel documents there.

Supporting Documents

Supporting Documents Overview

• Load supporting documents associated with the request

using this naming convention:

– Date of request_Reimbursement #

– Example: 6.15.19_Reimbursement 1

• Do not delete previous document files. Upload additional

files for each subsequent reimbursement request.

• Upload supporting documents as a single PDF per request.

• Upload Reimbursement workbook as an Excel file.

– Use this workbook for both personnel and non-personnel expenses.

• Include any notes on the invoice or Excel workbook if there

are expenses from multiple line item codes.

Supporting Documents for Non-Personnel Expenses

• Requester must upload copies of receipts and/or invoices.

– Load in batches based on request.

– Do not upload purchase orders.

– Do not upload copies of checks/payment verification.

– Do not upload general ledgers unless they are the only proof of payment/request for reimbursement.

• On the receipt/invoice, cross out any purchases that are not being paid for or requested from grant funds or highlight only the ones that are part of the grant request—whichever is easier as long as it is clear.

• Highlight invoice total or include notes if it would be unclear to the reviewer.

• Amount requested must match information from invoices or receipts.

• Highlight Read to be

Ready purchases if

invoice includes non-

grant items.

Invoice Example


General Information

• Each school district will complete one Excel workbook per

district per reimbursement request.

• The reimbursement workbook has multiple “School” tabs. – If a program has one application number but multiple sites, they have

the option to either list each site on its own tab or have one tab for the

entire program.

– If a district has multiple programs with unique application numbers,

then each program should use its own tab for expenses.

• Districts should make sure local expectations are clear with

sites regarding purchasing and reporting practices.

• You will upload a new Reimbursement Workbook each time

funds are requested.

Reimbursement Request Workbook

• Indicate the request submission date.

• List the school number and application number in the heading. This is important if there are multiple unique programs with different application numbers in one district.

– Funds will still be requested at the district level, as the summer grant is one application within ePlan.

Cumulative-District Tab

• The “Cumulative-District” tab will calculate the totals across

all other tabs. The dollar amounts on this tab will be

referenced when reviewing the amount requested in ePlan.

District Admin Tab

• Under “District Admin,” include any expenses that are evenly

shared by programs and administered at the district-level,

such as a bookkeeper.

Cumulative School Tab

• The “Cumulative-School” tab will calculate the cumulative

amounts listed on all “School” tabs that follow it.

Reimbursement Request Workbook, cont’d

• If a program has one application number but multiple sites,

they have the option to either list each site on its own tab or

have one tab for the entire program.

• If a district has multiple programs with unique application

numbers, then each program should use its own tab for

expenses.

Listing Expenses

• Input dollar amounts spent in each applicable row.

• If there are multiple invoices/receipts from a specific vendor,

adding the invoice or purchase date will help add clarity.

Supporting Documents for Personnel Expenses


Personnel Documents

• There are two different personnel documents used when

requesting payroll reimbursement.

– Semi-Annual Time & Effort (SA)

• Only for personnel who are working solely on the R2BR program.

• Submitted once, the first time payroll is requested.

– Personnel Activity Report (PAR)

• Only for personnel who are dividing their time between multiple

programs.

• Submitted each time payroll is requested.

• May not be applicable to your district or program if there are no personnel

dividing time between multiple programs.

Personnel- Semi-Annual Time &Effort (SA)

• In addition to the Reimbursement Workbook, include a Time

and Effort Document—template found in ePlan and on R2BR

website.

• List all personnel whose time is 100% directed towards

R2BR.

– Such as teachers, program directors, nurse only working for R2BR,

etc.

• Document will be submitted when personnel funds are

requested for the first time.

• Upload this document once for the summer unless your

staffing or roles change.

– Update SA with new/additional staff and indicate who they are

replacing.

• Employees should

sign next to their name

• Program Director

should sign at the

bottom indicating that

the information is

accurate and true.

Personnel- SA

Personnel- Personnel Activity Report (PAR)

• Personal Activity Report—template can be found in ePlan

and R2BR website.

– Template has space to indicate percentages spent on different

projects.

• Submit this document each time personnel funds are

requested.

• List all personnel whose time is split between multiple

funding sources.

– Such as a nurse who will also cover 21 Century program, bookkeeper

working on all district summer programs.

• Do not use this form if it does not apply to your staffing

situation.

Example Personnel Activity Report (PAR)

• Employee will sign at the bottom.

• Supervisor will sign certifying this information. – Because the employee

works for multiple programs, this signature should be from either a school-level or district-level administrator, as applicable.

Personnel– Additional information

• We will conduct a desk review of a random selection of

programs.

– We will ask for full payroll information for all personnel expenses

including benefits.

• Substitute Teachers

– Substitutes used during conference attendance do not need to sign

the SA sheet but should be included on the Reimbursement

Workbook.

• When requesting personnel funds, the role/person should be

reflected on either the SA or PAR document.

– Ex: If requesting pay for a nurse, the information must be on either the SA or PAR as applicable.


February Reimbursement

• If your district had expenses in February tied to attending

one of the conferences, please submit a reimbursement

request for just these expenses separate from other, later

expenses.

– Substitute teachers

– Mileage

– Per diem

Additional Information

Unallowable Expenses

Grant funding cannot pay for the following items:

• Furniture/appliances—toasters, lamps, tents, chairs

• Gift cards/Gas cards

• Tax on items

• Gratuity/Tips

• Bounce houses/Slip‘N Slides

• School-year classroom items

• Technology

• T-shirts

• Levelled Readers

• Movie theaters

• This list is not exhaustive. If you are not sure if an item can be covered by the grant, please contact us at [email protected] prior to purchasing the item.

mailto:[email protected]


Checklist

Below is a list of tasks and documents needed for reimbursement.

• Reimbursement Workbook – New document added each time funds are requested

– Saved as an Excel workbook

– Includes personnel and non-personnel expenses

• Invoices/Receipts – New document added each time non-personnel funds are requested

– Saved in batches as PDF

– Non-personnel expenses only

– Do not need request forms, POs, or ledgers

• Personnel Activity Report (PAR) – Submitted each time personnel funds are requested (if applicable)

– Saved as PDF

• Semi-Annual Time and Effort (SA) form – Submitted once, the first time personnel funds are requested.

– Saved as PDF


Timeline

• June 30: Fiscal Year 2019 ends—carryover process begins

– Carryover can not be completed until FER is submitted and

processed.

– Districts should have an understanding of how much funding they

have left as they enter the carryover process.

• July 31: Any remaining expenses must be incurred—no

further purchases.

– The books purchased must go home with summer program students.

• August 1: FY19 Final Expenditure Report (FER) due

– FER will generate a reimbursement request if funds are due to the

district.

• September 20: Final reimbursement request due

• November 20: All reimbursements must be fully processed

Questions

Questions

• Please contact the Read to be Ready team with any

additional questions: [email protected]

mailto:[email protected]