Voluntary PreKindergarten Reimbursement Request Invoice

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1 Office of Early Learning Program Guidance Attachment 2 Voluntary PreKindergarten Reimbursement Request Invoice INTRODUCTION ELC s will use the Office of Early Learning Voluntary PreKindergarten (VPK) Excel Invoice Workbook to generate worksheets required for reimbursement of allowable SR expenditures. ELC s will use the most recent version of the workbook which is located in the Workbook Folder on Share Point. Note: Reimbursement requests and supporting documents are to be submitted electronically to the Coalition s Invoice SharePoint site no later than the 25 th of each month. An authorized coalition representative must sign and date items indicated with an asterisk (*). Worksheets in the workbook are in the following order. 1. NOA Notice of Award 2. Budget* 3. YTD Expenditures 4. Ledger 5. EFS 6. Monthly Reimbursement Request* The following list of documents are documents required for invoice submission: 1. Excel version of the workbook 2. One PDF that includes: PDF signed copy of the Budget(if changed) PDF signed version of the month of invoice in the workbook Final EFS 5045 s for all counties Final EFS 5045V for all counties (provider advance only) School District Summer Program Minimum Funding Report for all counties (as applicable) 250 MARRIOTT DRIVE TALLAHASSEE, FL Toll Free

2 INSTRUCTIONS FOR COMPLETING THE VPK WORKBOOK 1. Review your Notice of Award (NOA) and allocate your budget by county; ensure your budget meets budgetary targets and restrictions. Multi-county coalitions should skip the rollup page; excel will calculate the total budget for you. Print and sign your coalition budget page. 2. Populate the Ledger page with your ledger for the reimbursement period. 3. If your ledger is formatted correctly, the invoice for the reimbursement period will populate. 4. Review/update your advance calculator. 5. Populate the EFS page with your (CC110 for SR, CC108 for VPK, and CC109 for VPK Provider Advance) report. 6. Review, print, and sign your invoice. 7. Review/update the Invoice Type and Date. 8. Review/update the Reimbursement Period. 9. Complete the Advance Calculator. This step is required with each submission to request additional or repay advance. 10. Review the Invoice Total. 11. Review your Expenditures on the YTD page, including your Expenditure targets and restrictions. 2

3 NOTICE OF AWARD (NOA) TAB The ELC's NOA will be inserted into the workbook prior to the workbook being available for submission. Any adjustment to the NOA will be populated into the workbook at the time of the adjustment. ELCs should verify the version of the NOA before the submission of the workbook. 3

4 BUDGET ALLOCATIONS BY OCA WORKSHEET 1. Enter the program budget(s) by OCA (Other Cost Accumulator) on the first county worksheet. Multicounty ELC s will have a Budget Allocation by OCA worksheet for each county and a combined (rollup) worksheet. The total of the Budget Allocation by OCA worksheet(s) may not exceed the NOA amount. 2. Complete the worksheet by entering the DATE and funding allocation amounts. 3. OEL requires this worksheet with the ELC s first reimbursement invoice. 4. Budget revisions are required only when expenditures exceed an OCA s allocated budget or revised NOA. 5. Submit one worksheet for each county and one rollup combining multiple counties, as applicable. 6. An authorized ELC representative must date and sign this worksheet. For multi-county ELC s, only the rollup must be signed and dated. 4

5 YEAR-TO-DATE (YTD) EXPENDITURES The Year-to-Date expenditure tab is a view only summary of all submitted invoices combined for a year to date total of all expenditures, total of expenditures by OCA s, Targets and Restrictions, CCEP and 6% match totals. 5

6 LEDGER Copy and paste your ledger from your accounting system (to include headers) into the Ledger tab. The data from the ledger will populate the invoice on the monthly invoice tab. EFS Generate from EFS the CC108. Copy and paste this data (to include headers) in the EFS tab. These totals will reflect current fiscal year totals in the EFS box on the invoice. If there are previous fiscal years listed, you must complete a prior year invoice for reimbursement of those funds. 6

7 VPK PROVIDER ADVANCE 1. Enter the amounts of the previously received provider advance in the yellow boxes as shown below. 2. Enter amount requested in the current month, supported by a Final EFS 5045V per county, in the current PA Request Box in the next section. 7

8 VPK REIMBURSEMENT REQUEST INVOICE (MONTH TABS) 1. Enter the date. 2. Choose the invoice type from the options in the dropdown. 3. Enter the Reimbursement Period this can be obtained from the EFS 5045 s. 4. Children Served populated from data on the EFS tab. 5. This Total Amount of this worksheet is populated from entries in the General Ledger by OCA and by County. No payment amounts are entered on this worksheet. Corrections to the Total Amount must be made on the General Ledger worksheet. 6. Verify the amount in the Total Amount box is the amount the ELC wants to be reimbursed. If the amount is not correct, make corrections/adjustments on the General Ledger worksheet. 7. This worksheet must be signed and dated by an authorized coalition representative. 8

9 VPK REIMBURSEMENT REQUEST INVOICE (MONTH TABS) CONTINUED 8. Expenditures on the second page of this worksheet should match expenditures on the general ledger and EFS 5045 s for this reimbursement period. 9. The data in the EFS box comes from the EFS 5045 s and is generated by the CC108 being copied and pasted into the EFS Tab. Verify the totals in the EFS box for direct services match what is populated on the invoice from the General Ledger. 10. Payment amounts cannot be adjusted on this page. If corrections/adjustments need to be made those must be done on the General Ledger worksheet. 11. Enter the Coalition s anticipated expenditures for the next 30 days in one column for a monthly amount or can be broken down by a weekly amount. Expenditures should be separated by programs (SR and VPK) so that numbers can be used in both the SR and VPK workbooks. 12. The result of the advance calculator will auto populate into the VPPRV line on the monthly invoice. 13. After the initial advance request, ELC s will need to enter the amount of VPPRV currently held in the yellow box in the Cash Advance Reconciliation section. 9

10 EFS FINAL 5045 REPORT NOTE: The trial version of this report is not acceptable for requesting reimbursement. 1. This report reflects direct services expenditures by county and by OCA s as captured by EFS. 2. Generate and submit an EFS Final 5045 report for each county, as applicable. 3. The EFS Final 5045 Report The All Providers section of the report is a rollup report of all provider types for each county. 4. Review the reimbursement request invoice worksheet to ensure that the amounts and numbers accurately reflect the EFS Final 5045 data for the reporting period. 10

11 VPK SCHOOL DISTRICT SUMMER PROGRAM MINIMUM FUNDING REPORT 1. OEL provides the coalition VPK School District Summer Program Minimum Funding reports in accordance with Technical Assistance School District Minimum Funding. 2. Enter the payment amount in the InvoiceInfo worksheet in OCA VPKSD. This payment may be included with the coalition s next reimbursement request. 11

12 FINAL 5045V REPORT This report provides data from EFS. Provide a copy of the Final 5045V report for each county, as applicable. Review the reimbursement form to ensure that amounts and numbers accurately reflect the Final 5045V data for the reporting period. 12

13 INVOICE SUBMISSION The following documents are required with each VPK Invoice. The documents are to be compiled in the following order and combined into one single PDF upon submission. Invoices are to be uploaded electronically to SharePoint>Coalition Zone>Document Library >Invoice folder, by the 25th of each month. An authorized coalition representative must sign and date items indicated with an asterisk (*). 1. Invoice Worksheet* 2. Final 5045 Report All Providers for all counties as applicable. 3. School District Summer Program Minimum Funding Report for County One). 4. Final 5045V Report All Providers for all counties as applicable. 5. Budget Allocations by OCA Rollup form*as applicable. 6. Electronic copy of VPK invoice Workbook. OEL cannot process an invoice until all of the above has been received and verified as accurate. Therefore, please follow all of the instructions above carefully to expedite receipt and processing of your invoice. Coalitions may check the status of reimbursement requests by accessing the Florida Accounting & Information Resource (FLAIR) system at Invoice tracking can be found on the Coalition Zone SharePoint site under Budget Services. CONTACT INFORMATION Sam Sweazy, Financial Administration Supervisor

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