Early Learning Performance Funding Project Invoice Manual

Program Guidance 24.6 Attachment 4 Reimbursement Request Requirements Early Learning Performance Funding Project Invoice Manual INTRODUCTION Coalitions will use the Early Learning Performance Funding Project (ELPFP) Excel Invoice Workbook provided by the Florida Office of Early Learning to generate forms required for reimbursement of allowable ELPFP expenditures. The coalition will use the most recent version of the workbook provided and the format of these forms should be altered. The workbook must be setup with coalition and ELPFP Notice of Award information. This manual walks users through the workbook setup process and preparation of forms required for reimbursements. Reimbursement requests are to be submitted electronically to the Coalition SharePoint site, under Invoices, by the benchmark due dates pursuant to the Grant Agreement, Exhibit VII, Section 1.6.1: Invoice Description Submission to Due by Date OEL Payment is for/applicable OCA** Advance Based on need Providers Only (97PAV) Benchmark 1 11/3/216 Providers (97PCG, 97PPR, 97PHN) and ELC (97PFC, 97PMC,97PFA) Benchmark 2 2/15/217 Providers (97PCG, 97PPR, 97PHN) and ELC (97PFC, 97PMC, 97PFA,97PFT) Benchmark 3 4/3/217 Providers (97PCG, 97PPR, 97PHN) and ELC (97PFC, 97PMC, 97PFA,97PFT) Benchmark 4 7/31/217 Providers (97PCG, 97PPR, 97PHN) and ELC (97PFC, 97PMC, 97PFA,97PFT) Final invoice for bonuses Within seven days of notification from OEL Providers Only (97PCL, 97PFP) In accordance with the Grant Agreement, Exhibit VII, Section 1.6.2, the ELC shall not delay invoicing OEL for documented benchmark deliverables while waiting for late providers to submit missing documentation or proof of services. In accordance with the Grant Agreement, Exhibit VII, Section 1.7, when necessary, the ELC shall provide supplemental invoices for contracted providers who are late with deliverables no later than seven (7) calendar days following the invoice due date for each benchmark, unless waived in writing by OEL. 25 MARRIOTT DRIVE TALLAHASSEE, FL 32399 85717855 Toll Free 8663573239 www.floridaearlylearning.com

The following forms and supporting materials are required with each ELPFP reimbursement request. An authorized coalition representative must sign and date items indicated with an asterisk (*). The forms are to be compiled in the following order. 1. Reimbursement Request Invoice form* (from the ELPFP invoice workbook). 2. Early Learning Performance Funding Advance Reconciliation form (from the ELPFP invoice workbook). 3. Final 545 All Providers Report (including provider detail) for all counties as applicable (from EFS). 4. Bonus Payment Notice from OEL with the final invoice only (will be distributed by OEL after reconciliation of Benchmark 1 4 invoices) 5. Budget Allocations by OCA Rollup form* as applicable (from the ELPFP invoice workbook). 6. Budget Allocations by OCA form for all counties, as applicable (from the ELPFP invoice workbook). 7. Upload the following documents: Electronic copy of ELPFP invoice workbook. Excel version of the coalition s general ledger by OCA. Additional components of the reimbursement request to be incorporated by OEL from the Early Learning Performance Funding Project website: Summary report of evidence of completion for all participating providers for all project tasks due during the benchmark period. Quality Expenditure Reports for each benchmark for Tier 1 and Tier 2 providers. Quality Bonus Expenditure Reports for payment of end of year bonuses for Tier 1 and Tier 2 providers, as applicable. OEL will also incorporate the Memorandum of Deliverable Approval Attestation from the OEL Program Manager as part of the invoice package. 2

COMPLETING THE ELPFP EXCEL INVOICE WORKBOOK Instructions The Instructions tab in the ELPFP Excel Invoice Workbook provides workbook instructions. Single County Instructions: Intro Early Learning Performance Funding Project Invoice Workbook Instructions The purpose of this workbook design is to keep a running tab of each invoice on one master sheet, and have the supporting sheets automatically populate depending on which invoice and documentation you need to view and/or print. Throughout the workbook, the only tabs that require input are the red tabs. Step 1 If you chose, you can rename the county tabs with the appropriate coalition county names for ease of use. Throughout the workbook, the only worksheets that require input are those with red tabs. All other tabs will lookup or sum data. Step 2 The GenInfo tab is your basic coalition information. You will need keep this information updated with any Notice of Awards changes. ALL yellow cells will need to be filled in. Step 3 Fill in your budget by Budget by OCA and ensure that cell M18 on the OCA Realignment Combined says. "Okay". This means your budget allocation equals your grant award total listed on the GenInfo tab. Submit with an authorized coalition representative signature. Step 4 Then go to the red tab titled InvoiceInfo, here is where you will fill in your invoice information by OCA/Billing group. First you will go to A1 and enter the entry number you will be using. In rows 5686, select the reimbursement period and type of payment from the drop down boxes, then enter the invoice date, and invoice number. Begining on row 56, enter the invoice data by OCA for ELC Quality Services based on the ELC general ledger from the reimbursement periods, and by Billing Group for the Provider Quality Services based on the PFP 545 reports from the Benchmark Period. Enter the number of unduplicated children from the PFP 545. Enter the cash advance needs based on the anticipated payments during the upcoming benchmark period and the cash advance now held based on the ELC general ledger. Step 5 Review the Spending Plan to ensure the invoice data pulled correctly to the spending plan. Check row 11 of the spending plans to ensure that there are no OCA deficits. If any exist, prepare and submit the Budget by OCA form. On the Spending Plan (rollup only for multiple counties), review the Targeted Funds and Restrictions on rows 1214 for year to date compliance with the maximum restrictions. Input/adjust projections for the remainder of the year. Step 6 Review the Invoice and Advance Reconciliation pages. The invoice page contains a breakdown of costs by deliverable and also an accounting breakdown by OCA and Org Code. The total of each must match; review the check in cell in cell J44 on the invoice page; it should say "Ready to go"! Print invoice, sign, and upload to SharePoint. Multicounty Instructions: Intro Early Learning Performance Funding Project Invoice Workbook Instructions The purpose of this workbook design is to keep a running tab of each invoice on one master sheet, and have the supporting sheets automatically populate depending on which invoice and documentation you need to view and/or print. Throughout the workbook, the only tabs that require input are the red tabs. Step 1 If you chose, you can rename the county tabs with the appropriate coalition county names for ease of use. Throughout the workbook, the only worksheets that require input are those with red tabs. All other tabs will lookup or sum data. Step 2 The GenInfo tab is your basic coalition information. You will need keep this information updated with any Notice of Awards changes. ALL yellow cells will need to be filled in. Step 3 Fill in your budget by Budget by OCA on County tabs and ensure that cell M18 on the OCA Realignment Combined says. "Okay". This means your budget allocation equals your grant award total listed on the GenInfo tab. Submit with an authorized coalition representative signature. Step 4 Then go to the red tab titled InvoiceInfo, here is where you will fill in your invoice information by OCA/Billing group. First you will go to A1 and enter the entry number you will be using. In rows 7 34, select the reimbursement period and type of payment from the drop down boxes, then enter the invoice date, and invoice number. This is the only data that should be entered into rows 734; the remainder of this section contains an ELC rollup based on the by county information entered below. Begining on row 56 for county 1, enter the invoice data by OCA for ELC Quality Services based on the ELC general ledger from the reimbursement periods, and by Billing Group for the Provider Quality Services based on the PFP 545 reports from the Benchmark Period. Enter the number of unduplicated children from the PFP 545. Enter the cash advance needs based on the anticipated payments during the upcoming benchmark period and the cash advance now held based on the ELC general ledger. Subsequent county data should be entered beginning on rows 91, 126, 161, 196, 231, and 266, as necessary, based on the total number of counties within the ELC. Step 5 Review the Spending Plan to ensure the invoice data pulled correctly to the spending plan. Check row 11 of the spending plans to ensure that there are no OCA deficits. If any exist, prepare and submit the Budget by OCA form. On the Spending Plan (rollup only for multiple counties), review the Targeted Funds and Restrictions on rows 1214 for year to date compliance with the maximum restrictions. Input/adjust projections for the remainder of the year. Step 6 Review the Invoice and Advance Reconciliation pages. The invoice page contains a breakdown of costs by deliverable and also an accounting breakdown by OCA and Org Code. The total of each must match; review the check in cell in cell J44 on the invoice page; it should say "Ready to go"! Print invoice, sign, and upload to SharePoint. 3

Gen Info Worksheet To set up your School Readiness Excel Invoice Workbook, first enter your coalition s information in the yellow sections of the GenInfo worksheet. The workbook will display the information entered here in many of the forms on other tabs in this workbook. 1. FEID #, Payee Name, ADDRESS and Org Number(s) are required to issue reimbursements. 2. You will find grant award information on your Notice of Award (NOA). 3. Entered COUNTIES will display in the InvoiceInfo worksheet. FEID # Payee Name ADDRESS City State Zip Grant Number GRANT Award Grant Revision # Amount Date COALITION NAME COUNTIES 1 Counties for Invoice Organzation Codes 1 Coalition Level Grant Period July 1, 216 June 3, 217 4

Budget Allocations by OCA Worksheet 1. Next set up the program budget(s) by OCA (Other Cost Accumulator) on the first county worksheet. Multicounty coalitions 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 form by entering the DATE, Budget Revision number, Grant Revision number (if applicable) and funding allocation. 3. The office requires this form with the coalition s first request for reimbursement. Updates are required when expenditures exceed an OCA s allocated budget. 4. Submit one form for each county and one rollup combining multiple counties, as applicable. 5. An authorized coalition representative must date and sign this form. For multicounty coalitions, only the rollup must be signed and dated by an authorized coalition representative. July 1, 216 June 3, 217 Early Learning Performance Funding Project Budget Allocations by OCA Coalition: Org Code: DATE: Grant Revision: Budget Revision: 97PFA 97PFT 97PMC PFPPR PFPHN PFPCL Grant Number: COUNTY: Initial Initial Initial 2 3 4 5 6 7 8 9 $ $ $ $ $ $ Revised Budget TOTAL $ SIGNATURES: $ $ $ $ $ $ $ $ $ Check Sum $ Grant Award Check OKAY ELC Representative OEL Grant Manager Date Date This information is required for each budget revision. Revisions are numbered sequentially. 5

Coalition Spending Plan Section 1. This section reflects the coalition s allocation, yeartodate reimbursements, balance, and burn rates by OCA. The coalition must submit a Budget Amendment by OCA if this section reflects a negative balance with any OCA. This section also tracks and reflects the coalition s progress towards meeting the targets and restrictions based on section 8 of the Notice of Award. Section 2. This section may be used by the coalition to input a projection by OCA through the end of the grant period. Sections 3: This section reflects a high level summary of actual and projected expenditures through year end, and the resulting projected surplus/deficit. COALITION Grant Award: # County: I. BUDGET AND YEAR TO DATE EXPENDITURES GRANT AWARD 97PFA 97PFT 97PMC PFPPR PFPHN PFPCL Advance (97PAV) Total Coalition Allocation....... YTD Reimbursements........ Balance........ YTD Burn Rate with Advance.% YTD Burn Rate without.%.%.%.%.%.%.% OCA REALIGNMENT NEEDED OK OK OK OK OK OK b. ELC Quality Services Administratio Targeted Funds and Restrictions per NOA, section 8. n/project Managment (Maximum) c. ELC Quality Services Technical Assistance and MMCI (Maximum) a. Provider Quality Services (Maximum) Grant Award Allocations Balance Available <ELC must enter Grant Award Info from NOA Section 8 II. PROJECTIONS [short description of projection methodology examples include straightline, average or historical] Reimbursement Period 97PFA 97PFT 97PMC PFPPR PFPHN PFPCL Projected Expenditures Benchmark 1 Benchmark 1 Supplemental Benchmark 2 Benchmark 2 Supplemental Benchmark 3 Benchmark 3 Supplemental Benchmark 4 Benchmark 4 Supplemental Bonus TOTALS III. SUMMARY 97PFA 97PFT 97PMC PFPPR PFPHN PFPCL Totals Actual YTD Expenditures Projected TOTAL less grant award allocation Surplus/Deficit Total Grant Award Allocation Total Projected Budget Over/Under Grant Award 6

InvoiceInfo Worksheet 1. Use the InvoiceInfo worksheet to enter program expenditures by OCA. 2. First, select the entry number for the reimbursement period. Enter this number in cell A1. Entering the entry number in this cell will cause expenditure information entered on that row to be displayed on the Invoice form. 3. Next select the Reimbursement Period, enter Date, select the Payment Type, and enter the Invoice # (number). 4. For single county coalitions, this worksheet is organized from left to right by groups of ELPFP OCAs. Enter the ELC Quality Services expenditures and Performance Funding Provider Classroom Bonus by OCA based on the ELC s general ledger and Provider Quality Services by billing group based on the 545 Report. The last grouping of OCAs contains formulas which total all other OCA expenditure entries. If there is a formula in a cell, do not enter data in that cell. 5. For multicounty coalitions, this worksheet s rollup section (rows 1 35) contains information for the counties listed below. The rollup section is for review only. No information is entered in this section. Corrections will be made in the appropriate county section below. 6. You are now ready to review the InvoiceInfo worksheet/form for accuracy. 7

InvoiceInfo Worksheet (Continued) 8

ELPFP Reimbursement Request Form 1. This document is populated by entries in the GenInfo and InvoiceInfo worksheets. No information is entered directly on this form. Any edits must be made on the InvoiceInfo worksheet. 2. Ensure expenditures have been accurately entered. Expenditures on this form will match expenditures on the general ledger and 545 report(s) provided with the request. 3. The invoice page contains a breakdown of costs by deliverable and also an accounting breakdown by OCA and Organization Code. The total of each must match. 4. This form must be signed and dated by an authorized coalition representative. EARLY LEARNING COALITION DATE Reimbursement Request Invoice Early Learning Performance Funding Project Grant Payment Information Grant Number Grant Amount $ Reimbursement Period Benchmark 1 Grant Period July 1, 216 June 3, 217 Counties Payee FEID # Payee Address City Deliverables Advance Benchmark 1 Verification of Tier 1 Deliverables Benchmark 1 Verification of Tier 2 Deliverables Benchmark 1 Verification of Tier 3 Deliverables ELC Service and Administrative/Project Management Activities Payment of Tier 1, Tier 2 and Tier 3 Provider Bonuses TOTAL Total Amount Children Served Unduplicated Accounting breakdown of costs by OCA and Organization Code Reimburse to: County Name TOTAL Org Code 97PFA.. 97PFT.. 97PMC.. PFPPR.. PFPHN.. PFPCL.. 97PAV*.. TOTAL.. Ready to Go "I certify to the best of my knowledge and belief that the invoice is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise." Coalition Certification Date "I have reviewed this invoice and the selected supporting documentation in accordance with Florida's Office of Early Learning guidance and hereby approve this invoice for payment." Date Rec'd by Grant Manager Grant Manager Approval Grant Manager Date Financial Admin.Supervisor Financial Admin. Supervisor Financial Admin. Supervisor Received Date APPROVED FOR PAYMENT Approved Date *To only be used for clearing the advance against subsequent reimbursements 9

FINAL 545 Report NOTE: The trial version of this report is not acceptable for requesting reimbursement. 1. The Final 545 Report provider payment amounts by county as captured by EFS. EFS>Reimbursement>Florida Reports>545 2. Generate and submit the Final 545 Detail reports for each county, as applicable, for funding agency PFP. When running the report within EFS, check the box Provider Detail? 3. The Final 545 Report All Providers is a rollup report of all provider types for each county. This section reflects expenditures for services provided during the reporting period. Enter information from this section of the 545 in the InvoiceInfo worksheet. a. Enter the Total Amount for each billing group. b. Enter number of unduplicated children. c. Review the reimbursement form to ensure that amounts and numbers accurately reflect the Final 545 data for the reporting period. 4. The Final 545 Detail Report by Billing Group and Provider 5. Submit 545s for each applicable completed reporting periods within each Benchmark period: 1

ELPFP Cash Advance Reconciliation Coalitions may request and reconcile advances in accordance with the Grant Agreement, Exhibit VII, and Section 5. Input for the advance request and reconciliation is input into the InvoiceInfo worksheet. Initial advance may be requested not to exceed one quarter of the budgeted amounts for ELPFP provider payment OCAs PFPPR and PRPHN (budget allocation to these OCAs may not exceed NOA Provider Quality Services maximum listed on the NOA section 8a.) Reconcile advance with each invoice based on projected cash required for the upcoming benchmark period Early Learning Performance Funding Project Cash Advance Reconciliation Projected Cash Required for Current Business Cycle. Cash Advance Now Held. [Analysis should address comprehensive cash flow pending next reimbursement from Florida's Office of Early Learning. Documented analysis must be retained for subsequent monitoring.] [Advance Onhand, supported by analysis of reconcilied cash balance on general ledger. Documented analysis must be retained for subsequent monitoring. Reconciled cash balance on general ledger should be traceable to reconciled bank statement on a monthly basis documentation should be retained]. Adjustment to 97PAV. [Adjustment amount should be included as repayment of 97PAV on current Performance Funding Project invoice.] ELC's Responsibility Grant Manager Responsibility On a monthly basis FA should track Cash requirement and compare to 1 1 Maintain supporting documentation for items above. actual expenditures. Grant Manager should obtain an understanding of the Cash Required 2 Review Cash Required Analysis procedures with grant manager; the 2 Analysis and approve the process prior to processing adjustments for the Grant Manager should understand and approve process. Advance. The Grant Manager shall review the Cash Advance Now Held on a 3 Reconciliations should be completed in a timely manner. 3 quarterly basis. 11

Submitting the Request for Reimbursement Upload/submit reimbursement requests electronically to the Coalition SharePoint site under Invoices no later than the benchmark due dates pursuant to the Grant Agreement, Exhibit VII, Section 1.6.1 (see page one) and include the following documents. A scanned copy of the completed invoice forms as outlined on page two. An excel version of ELPFP invoice workbook. An excel version of the coalition s general ledger reflecting all expenditures by program and OCA for the benchmark period. The request for reimbursement shall be traceable to the General Ledger. An invoice cannot be processed by the Florida Office of Early Learning until all of the above documents has been received and verified as accurate. Therefore, please follow all of the instructions above carefully to expedite receipt and processing of your invoice. Additional Components of the Request for Reimbursement Upon receipt of submission of the Request for Reimbursement from the coalition, OEL will incorporate the following additional components to complete the Request for Reimbursement package. OEL will incorporate following additional components from the Early Learning Performance Funding Project website: Summary report of evidence of completion for all participating providers for all project tasks due during the benchmark period. Quality Expenditure Reports for each benchmark for Tier 1 and Tier 2 providers. Quality Bonus Expenditure Reports for Tier 1 and Tier 2 provider bonuses, as applicable. OEL will also incorporate the Memorandum of Deliverable Approval Attestation from the OEL Program Manager as part of the invoice package. 12

CONTACT INFORMATION PFP Grant Manager Amy Sophia Amy.Sophia@oel.myflorida.com 857178665 Florida Office of Early Learning Financial Administration Contact Information Sam Sweazy, supervisor Sam.Sweazy@oel.myflorida.com 857178569 All Coalitions All Coalitions Coalitions may check the status of reimbursement requests by accessing the Florida Accounting & Information Resource (FLAIR) system at http://www.fldfs.com/floridavendorpayment.htm. Invoice tracking can be found at the Coalition Zone Share Point Site: https://oelsp.floridaearlylearning.com/sites/coalitionszone, once logged in click on Budget Services on the left under Documents. If you have any questions, please contact your grant manager or the supervisor. 13