Title III Reimbursements How to Submit Fiscally Approvable

Title III Reimbursements How to Submit Fiscally Approvable Reimbursement Requests 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 1

Disclaimer The Title III Consortium Conference has been funded with federal funds from the U. S. Department of Education; however, the content shared by VDOE and other presenters does not necessarily represent the policies or views of the U. S. Department of Education, and you should not assume endorsement by the federal government. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 2

OC 1000 and OC 2000 OC 1000 – Personal Services • Use this object code to be reimbursed for stipends and salaries for bus drivers, interpreters, substitutes, translators. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs OC 2000 – Employee Benefits • Use this object code to be reimbursed for FICA paid to those individuals paid from OC 1000. 3

Example of OC 1000 Justification 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 4

OC 3000 – Contractual Services • For expenses that are incurred by a contract, subscriptions, paid for by a school division-issued credit card, or paid directly to a service vendor on behalf of one or more travelers. These expenses could be paid by a PO or direct billed. • Object Code 3000 should be used to pay conference registrations, college course tuition, lodging paid directly to hotels, catered meals, restaurants, tutoring, contracts for Rosetta Stone or ELLevation – just to name a few. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 5

Example of OC 3000 Justification 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 6

OC 4000 – Internal Services Use this object code to be reimbursed for use of intergovernmental services such as motor pool use (bus transportation) or food from food services department. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 7

Example of OC 4000 Justification 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 8

OC 5000 – Other Charges • Use this object code to reimburse travel and training expenses paid for by staff. Remember that the reimbursements should be based on State per diem rates. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 9

Example of OC 5000 Justification 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 10

OC 6000 – Materials and Supplies • Use this object code to reimburse for computer equipment under $5000 and materials/supplies consumed or used. Items may include food purchases (not prepared meals), textbooks, instructional materials, downloadable software, and classroom supplies. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 11

Examples of OC 6000 Justification 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 12

OC 8000 – Capital Outlay • Use this object code for capital outlay and equipment amounting to over $5, 000. Rarely reimbursed. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 13

Please Remember To § Send your reimbursement request to Martha Franklin (mpfrankl@vt. edu) by email – not U. S. mail, UPS or Fed. Ex. § Send reimbursements in Excel format not. pdf so cells may be adjusted to view all information in the description. § Use State per diem rates for lodging, meals and mileage. You will not be reimbursed for amounts above those rates, except for lodging, which may be reimbursed up to 150% of the base rate if local approval is on file in the division. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 14

Reminders § Always list the location, dates and name of conference when requesting travel reimbursements or paying registration costs. § Contact Martha Franklin (540 -767 -6114 or mpfrankl@vt. edu) if you are unsure or want to check your available balance. § Submit all amendments to your application directly to the VDOE Statewide Consortium mailbox for approval (t 3 statewideconsortium@doe. virginia. gov). 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 15

Additional Tips • If the description in your justification do not contain the required information, especially for Object Codes 1000, 2000, and 5000, the request will be returned to you and not processed until all required information is on the invoice. • Email all invoices to Martha at mpfrankl@vt. edu – do not submit by any other means. • Do not include any back-up invoices or receipts; type in the description on the justification form. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 16

W 9 Forms • Payments cannot be processed unless the school division has a valid W 9 on file with VA Tech. Most school divisions do; however, a few do not. Please confirm with Martha that you do have a valid W 9 on file. • Make sure that your invoice is made payable to the name listed on the W 9; i. e. , if your invoice says Nelson County Public Schools (that is the name that should be on your W 9 that is on file with VA Tech) not Nelson County School Board. 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 17

Questions? 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 18

Statewide Consortium Title III Contact Information For applications and amendments: Kia Johnson, M. Ed. Virginia Department of Education Kia. Johnson@doe. viginia. gov 804 -225 -2102 For reimbursements: Martha Franklin Virginia Tech mpfrankl@vt. edu 540 -767 -6114 2019 Title III Statewide Consortium Conference Department of Student Assessment, Accountability & ESEA Programs 19