Cohort 2018 Reimbursement Requests August 2018 New Grantee

Cohort 2018 Reimbursement Requests August 2018 New Grantee Workshops August 2018

Helpful Hints • Enter your reimbursement request every month into e. Plan. • Upload supporting documentation – All documentation for supplies including, but not limited to: receipts, invoices, purchase orders and lesson plans for field trips and any instructional food purchases. – All travel receipts. You must upload the agenda and conference information into e. Plan. • All supporting documentation must be equal to line item expenses: travel, supplies, etc. Extended Learning Programs

Helpful Hints • This is a reimbursement grant. You must include remittance as a part of your documentation. Acceptable documents are: checks that have cleared or credit card statements that clearly show the vendor and the amount. You will need to upload itemized receipts as supporting documentation. • Ledgers are helpful, but they are not considered documentation. NOT ACCEPTABLE – A computer produced invoice that has NOT been paid by your organization. – Submitting an invoice for the next month or for an expense that has not occurred.

Helpful Hints • You can only work on one request per funding cohort at a time. You will not be able to initiate another request until the previous has made it through the accounting process. • It takes 10 -14 business days for the request to clear your approvals, be reviewed by TDOE staff, and go through our accounting department. Plan your requests with this in mind. • There is no minimum dollar amount. We strongly recommend monthly reimbursement requests. • We are here to help! Please call or email us if you have questions or need assistance.

Line Item Descriptions – 355 Travel Any travel expenses for your staff that is necessary to complete the functions of your program. Examples: travel you may incur to attend a meeting with us, travel from one site to another, travel related to purchasing supplies, background checks. – 399 Other Contract Services Contracts you may have with people or vendors. Examples are vendors who have classes for your students, teaching staff, or a position that may be feebased (person who does your payroll, bus drivers).

Line Item Descriptions – 422 Food Supplies Food that you need for cooking classes, lessons that may involve chemical processes with foods, or snacks for your students that meet the USDA guidelines. Foods must be healthy. If a food item is necessary for a lesson, please upload the lesson plan along with your receipts. – 429 Instructional Supplies & Materials This is for Read to Be Ready book purchases only. – 499 Other Supplies & Materials Items needed for instructional lessons for your students. This can include subscriptions or computer programs that are allowable.

Line Item Descriptions – 524 In-Service/Staff Development Any travel expenses related to training for your staff. You will claim all expenses: airline, hotel, registration, meals, mileage, car rental on this line. Do not put expenses on line 355. – 599 Other Charges Items that are not contracted. Examples: fuel for buses, field trips, utility bills, fingerprint and background checks.

Non-allowable Expenditures • Promotional or marketing items such as flags or banners • Decorative items • Bonuses or incentives for personnel including cash or material items • Incentives for students including banners, plaques, t-shirts, prizes, and clothing • Entertainment such as amusement, diversion, and social activities, movies • Non-academic field trips • Gift cards, awards, rewards • Activities that take place during the regular school day • Textbooks and workbooks to be used during the regular school day Extended Learning Programs

Non-allowable Expenditures • Most food (consult with extended learning program staff for specific guidance on determining when funds may be used to purchase food items). • Expenses not directly or clearly related to the program • Facilities or vehicles • Furniture • Entertainment: Escape rooms, laser tag, theme parks. • Sales tax. Please get your tax exempt form. • Virtual reality headsets, gaming consoles, or the controllers • Cable TV (internet and phone is allowed)

Non-allowable Expenditures • Travel expenses for individuals not involved with the project • Lobbying • Grant writing services • Late fee payments and interest rates on credit cards • Substitute teachers used during the day • New construction or capital improvements such as permanent fixtures or renovations • Drones or Drone Kits • Trampoline field trips • PA Speaker Systems Extended Learning Programs

Technology Requests • Grantees are limited to 10 technology items per year. • Technology requests should come from the project director not individual site staff. • Some examples of requests that will not be approved – – LCD Projectors Camcorders Laptop or desktop computers that are over $1, 000 each More than 10 items per project including hardware, software, licenses

Technology Requests • Requests should be sent to Artina Fossett via formstack https: //stateoftennessee. formstack. com/forms/21 st_cclc_and_le aps_technology_request prior to purchase. • We will be able to see your approved technology request and you will not need to upload anything with your reimbursement request.

Helpful Hints • Organize your documentation BEFORE you begin your reimbursement request. • Make sure your request match the totals of your actual receipts. • The documentation must be legible. Do not overlap receipts. An illegible receipt is the same as no documentation at all. • Invoices and receipts need to itemize. We need to see what was purchased. • Claim items on the appropriate line item. • If there are items that unallowable on the receipt i. e. food or sales tax, mark through the item to show that you are not requesting reimbursement.

Balancing your books

Line items and supporting documentation SUPPLIES Craft Paper Cookie Monster Pizza Applicable receipts The pizza is unhealthy and not allowable. You would need to reduce your request by $8. 75 Unacceptable $3. 50 $8. 75 $12. 25 Extended Learning Programs TOTAL

Line items and supporting documentation SUPPLIES Acceptable crafts paper $3. 50 watercolor paint $8. 75 $12. 25 TOTAL Applicable receipts Extended Learning Programs

Step 1 Log into e. Plan, https: //eplan. tn. gov/ with your email and password. Click submit.

Step 2 Select your organization name.

Step 3 Your screen should look like this: 1. Use the dropdown and select the year. 2. Then select the funding application.

Step 4 On the left hand side, select REIMBURSEMENT REQUEST. Click the link of the funding cohort to begin your reimbursement request.

Step 5 Note: You will not be able to enter a reimbursement request until you have an approved budget in e. Plan.

Step 6 IMPORTANT: You must select CONFIRM to begin your reimbursement request.

Request Page – Fiscal Summary The e. Plan system automatically populates most fields. You must put in the Fiscal Information As of Date. Enter the date through which you are reporting expenditures i. e. June 30. It may not be the actual date that you create the reimbursement request.

Step 7 Select the CREATE REIMBURSEMENT link below to begin your request.

Step 8 Click on the EXPENDITURE DETAILS link to begin to enter the dollar amount for your reimbursement request. Use the correct line item for your expenditures.

Step 9 NOTE: Only the line items that are on your approved budget will appear. You can always do a budget revision to add lines or move money from one line to another. Hover on the cell to see your approved budget amount. Eplan automatically populates expenditures from previous requests. You only need to update the cells where the YTD amounts have changed. Enter the dollar amount on each line that you are requesting funds for. Repeat until completed.

How to upload documentation in e. Plan Helpful Hint: Have your items scanned to your computer.

How to upload documentation in e. Plan Click on the UPLOAD NEW link to begin to add your attachments. You will repeat until all of your attachments are uploaded into e. Plan.

How to upload documentation in e. Plan You will find the documentation you previously scanned to your computer. This is where you name your attachment.

How to upload documentation in e. Plan Continue until you have all of your attachments uploaded. This what your screen should look like. Be sure to click this button BEFORE you leave this screen.

Submitting Your Reimbursement Request This will return you to the main page.

Submitting Your Reimbursement Request Once you click on the DRAFT COMPLETED link, your reimbursement is now in the approval process.

Reimbursement Request Work Flow It takes about 10 -14 business days for your reimbursement to go through the approval process. Be sure you have your approvals completed on your end. • reviews request and • submits reimbursement request Grantee • uploads supporting documentation • re-submits request if returned Project Director Not Approved TDOE Extended Learning supporting documentation • changes status in e. Plan to Project Director Approved or Project Director Not Approved • leaves comments in history log when corrections are needed • communicates with grantee about allowable expenses Extended Learning Programs TDOE Fiscal • reviews reimbursement requests with Project Director Approved status • processes request for payment

My request came back unapproved… You will complete the same steps as you did to enter the initial request. You will select the request that came back unapproved. Go to the HISTORY LOG to see how to correct your request. Resubmit and the approval process will start again. Extended Learning Programs

What happens if there is an unallowable expense? • If a reimbursement request has items that are nonallowable or if additional supporting documentation is needed, your request will be returned for revision (Project Director Not Approved status) in e. Plan. • You will need to resubmit the request for approval after all corrections are made. • Do not delete, edit your request. This helps us know what was addressed in the history log. Extended Learning Programs

Resource Page Education Department General Administrative Regulations (EDGAR) http: //www 2. ed. gov/policy/fund/reg/edgar. Reg/edgar. html. Extended Learning Programs

Contact Us Artina Fossett Artina. Fossett@tn. gov 615 -741 -0358 Mario Pennington Mario. Pennington@tn. gov 615 -350 -4490 Don Sims Don. Sims@tn. gov 615 -253 -6037 Janell Wood Janell. Wood@tn. gov 615 -770 -6810 Extended Learning Programs

FRAUD, WASTE or ABUSE Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government. NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline: 1 -800 -232 -5454 Notifications can also be submitted electronically at: http: //www. comptroller. tn. gov/hotline