21st Century Community Learning Center Summer 2010

Webinar #2

Department of Public Instruction Program Monitoring and Support Division

Support Services Section

Agenda

• Reimbursements

• Monitoring Visit

• Q & A

Expenditure Document

• Used by non-LEAs to request reimbursement of expenses

(LEAs use a system called BUD)

• Submit once a month

Submitting Expenditure Document

• Send directly (email) to: Barbara Chalk at bchalk@dpi.state.nc.usbchalk@dpi.state.nc.us

cc: Copy your consultant• Subject Line: Include Unit # and Center Name

Example:

Expenditure Request/Quality Learning Center/Unit #B505

About the Expenditure Form

• Excel document has multiple worksheets• Document will probably open on the “Instructions”

worksheet• Use tabs at bottom to find other sheets• Use arrows to toggle to right to reveal more tabs• You will start with worksheet “Cash Request

Summary”• Later you will work with the “PRC 113” worksheet

Directions: Expenditure Form

• Click on the tab at the bottom called "Cash Request Summary"

• Type in the yellow highlighted areas only• Type Unit #, Unit Name, Date Submitted• Leave "funds requirement date" blank• Go to the bottom and type Budget/Finance Officer

(your name) and the date• (All of these items will automatically transfer over to

the PRC 113 Sheet)

Directions (continued)

• Click PRC 113 (tab at bottom)• The information that you entered should now be on

this form• Type the month that this reimbursement request is for

in the space at the top• Type the amounts on the individual line items (yellow

areas) under Current Month Expenditures• The form will total for you automatically

Questions

Monitoring Visits

• You may review the monitoring instrument at http://www.dpi.state.nc.us/21cclc/resources/

• Prepare for visit by being able to easily locate documents needed for review.

For monitoring visits, have the following documents available for review:

• Documentation of purchases, rentals, contracts• Timesheets for all employees• Criminal background checks for all employees• Participant enrollment forms• Participant Sign In/Sign Out sheets• Attendance records and totals• Schedule of activities• Current budget and any amendments

Questions

Still Have Questions?

• Stay online and view the posted answers to the questions submitted today

• View this presentation and all questions & answers posted at http://www.dpi.state.nc.us/21cclc/resources/

• Contact your consultant

Consultants

Becky Scott bescott@dpi.state.nc.us

919-807-4011

Ed Bell ebell@dpi.state.nc.us

919-807-3926

Deborah Prickett dprickett@dpi.state.nc.us

919-807-3949