Contracting and Expense Policies Guide 20132014

*Policies are subject to change without prior notice

ESI Expense Policies Guide_ August 2013

*Policies are subject to change without prior notice

TABLE OF CONTENTS
Contracting Procedures.. 2 Policies for Schools .3 Policies for Organizations/ Consultants6 Policies for Alumni/ Current Student Mentors6 Appendix A: Sample Invoices..8

ESI Expense Policies Guide_ August 2013

EXPANDED SUCCESS INITIATIVE EXPENSE POLICIES-CONTRACTING PROCEDURES

The use of private funds for ESI grant-related expenses must be included in the ESI budget, and funds must be spent in accordance with donor requirements and the Chancellors Regulations. ESI schools may not supplant private funds with public funds, and/or repurpose grant dollars to other projects. Grant budgets can only be modified in close collaboration with the ESI team. THINGS TO NOTE ABOUT CONTRACTING WITH THE FUND FOR PUBLIC SCHOOLS (FPS): Contracts with FPS are annual; Year 2 for schools and partners includes work between July 1, 2013 and June 30, 2014. Many of the schools have requested that their partner organizations break up payments by semester. The Scope of Work template (SOW) provides semesterbased categories in which to input activities: Phase I (Fall semester) and Phase II (Spring semester). Payments cannot begin until the SOW and FPS contract have been processed and approved. Invoices must have a signature from the Principal or authorized signatory at the school before being submitted to the ESI team for processing. All individual consultants, consultants provided by RFL organizations, and alumni mentors must be fingerprinted at their own expense before they begin work in your school. This applies to any adult not employed by the Department of Education that will be working directly with your students. For guidelines on fingerprinting, visit http://schools.nyc.gov/Offices/DHR/Fingerprinting+Employee+IDs+and+Smart+Ca rds.htm HIRING RFL APPROVED ORGANIZATIONS/ CONSULTANTS For schools that intend to contract with RFL approved organizations/ consultants, please work with the partner to submit the following to the ESI team: Completed SOW in Word version W-9 submitted to Charisse Taylor at ctaylor21@schools,nyc.gov and Anna May Feige at afeige@schools.nyc.gov Signatory Information submitted to Charisse Taylor at ctaylor21@schools,nyc.gov and Anna May Feige at afeige@schools.nyc.gov RFL Application for Exemption (for consultants only) These documents are needed for organizations and consultants contracted for one-time projects (i.e. T-shirt designers and photographers) and ongoing projects (i.e. young mens group facilitators working for a semester or school year). All organizations must be contracted with the Fund for Public Schools, whether the organization is listed on the RFL or not. In your ESI budget, payment must be listed in your FPS line.
ESI Expense Policies Guide_ August 2013

HIRING ALUMNI/ CURRENT STUDENT MENTORS For schools that will be employing alumni/ current student mentors, the Fund requires that the following documents be completed for each alumni/ current student mentor that you will hire: W-9 Non Disclosure Agreement Scope of Work

Here are some general notes for completing the contracting process for hiring alumni/ current student mentors: 1. W-9s can be scanned and emailed or faxed to Charisses attention at 212.356.7517. If faxing, please send Charisse a quick email to let her know when youre sending it so she knows to pick it up. 2. The Non Disclosure Agreement (NDA) is required in lieu of a lengthier contract with The Fund for Public Schools. Please note that the NDA cites that these are alumni tutors and there is still a significant amount of legal jargon in the document. Dont worry about this. Please advise the students to read but ultimately, we just need their signature on it to move the process. 3. The NDA has been included in Word version because the highlighted sections require that you insert the name of your school and the name of the alumni/ current student mentor. 4. Please be mindful that there is a section on fingerprinting-all alumni mentors must be fingerprinted with the DOE. Current student mentors do not need to be fingerprinted. Please note that this is a policy and requirement of The Fund in line with Chancellors Regs. 5. Please note that if you do decide to pay for alumni mentors to be fingerprinted, this can only be done with private funds-tax levy funds cannot be used for this purpose. Contact Charisse if you need to make a budget mod for this reason. 6. The Scope of Work can have the same deliverables for each alumni/ current student mentor-please change the name on each template to reflect individual documents for each alumni mentor. Please note that the ESI liaison at the school will be the point of contact with The Fund around communication regarding the Scope of Work.

Please contact Charisse with any questions related to contracting with the Fund for Public Schools
EMAIL ctaylor21@schools.nyc .gov PHONE/ FAX (212) 356-3759/ (212) 356-7517 BY MAIL New York City Department of Education Expanded Success Initiative ATTN: Charisse Taylor 333 Seventh Avenue, Rm. 760
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ESI Expense Policies Guide_ August 2013

New York, NY 10001

EXPANDED SUCCESS INITIATIVE EXPENSE- POLICIES FOR SCHOOLS

The use of private funds for ESI grant-related expenses must be included in the ESI budget, and funds must be spent in accordance with donor requirements and the Chancellors Regulations. ESI schools may not supplant private funds with public funds, and/or repurpose grant dollars to other projects. Grant budgets can only be modified in close collaboration with the ESI team.

There 1) 2) 3)

are three ways to access your Fund for Public Schools account: Reimbursement Invoice for payment via approved organization or consultant Invoice for payment for travel/food/trips/conferences via vendor

1. SUBMITTING FOR REIMBURSEMENT All expenses submitted for reimbursement must be accompanied by original receipts. Expenses older than 90 days for general reimbursement will not be eligible for payment. Original receipts will accompany an ESI Reimbursement Request Form to indicate the payee as well as location where the payment should be mailed. Reimbursement Request Forms are located on the wiki. Reimbursement Request Forms with the original signature and original receipts must be submitted by mail. To complete the ESI Expense & Reimbursement Request Form (located on the wiki here), o o o ONLY FILL OUT THE GREEN SECTIONS PRINT AND SIGN IN THE HIGHLIGHTED AREA MAIL TO CHARISSE TAYLOR

To avoid paying sales tax (New York City and/or New York State), submit a Certificate of Tax Exemption to the vendor. This certificate certifies that The Fund for Public Schools is exempt from paying New York State and local sales tax. For out-of-state travel, sales taxes are allowable. Federal taxes for items such as airline tickets must be paid. If sales tax must be paid (i.e., a vendor will not honor the tax exemption), a reimbursement can be made. Private funds cannot be used for: Parties Alcohol Gifts Tuition

Credit Card purchases: To get reimbursed for this type of transaction, you must provide a copy of your credit card statement which shows your name, at least the last four digits of the account number, and the transaction.

ESI Expense Policies Guide_ August 2013

Policies for using private funds for meetings, travel and meals: Travel (that would be paid for via private dollars) should be restricted to only those trips that are in the budget and critical to the grant objectives. It is also suggested that the most economical means of transportation should be used (e.g., public transportation). Please attach meeting agendas and attendee list to all requests for reimbursement. The Funds gas mileage reimbursement rate is $0.56 per mile. The maximum meal allowances per person for meetings, conferences, or retreats outside of New York City conducted for business are below. Note: these allowances include tips, taxes, and delivery charges and are the maximum allowable. Meal expenses associated with travel for conferences will be reimbursed with private funds based on the submission of original receipts, an event flyer & conference agenda and must be in accordance with the following maximum allowable guidelines:

Meal Breakfast Lunch Dinner

Cost Per Person $12.00 $18.00 $36.00

School facilities or other district-owned space should be used to host meetings rather than third party rental spaces when possible. Equipment purchased with grant funds is the property of the grant/DOE. If an employee leaves the grant funded program, the equipment should be transferred to his/her replacement. If the employee isnt replaced, the equipment should still remain with the DOE program, until one is in place.

2. SUBMITTING AN INVOICE FOR PAYMENT VIA RFL APPROVED ORGANIZATION

The approved organizations and/or consultants that you are working with, if any, have been directed to present you with their invoices for sign off. Please be mindful that they will seek you out for this purpose-please delegate an authorized signatory where relevant. Organizations/consultants can submit invoices monthly or quarterly to Charisse for processing. They then receive a check from The Fund for Public Schools mailed to the location of their choice. To facilitate a smooth payment process, all submitted invoices must have the following: Dates of services rendered Description of service rendered Remittance address at which to send payment Principal signature approving the invoice

ESI Expense Policies Guide_ August 2013

3. SUBMITTING AN INVOICE FOR PAYMENT FOR TRAVEL/FOOD/TRIPS/CONFERENCES VIA VENDOR

Generally, vendors will invoice you for transportation, trip admissions, retreat space booking, conference admissions, and food depending on the type of caterer/restaurant you are working with. Please submit any invoices to Charisse at least 20 business days before payment is due. Rush payments are not possible. Reimbursement Request Forms, original receipts, and bank/credit card statements must be mailed. Invoices may be submitted electronically, by fax, or by mail. ELECTRONICALLY ctaylor21@schools.nyc .gov FAX NUMBER BY MAIL New York City Department of Education Expanded Success Initiative ATTN: Charisse Taylor 333 Seventh Avenue, Rm. 760 New York, NY 10001

(212) 356-7517

Please note that the payment process can take up to 20 business days. Once a check has been mailed, please allow an additional 5 business days for it to arrive by USPS.

EXPANDED SUCCESS INITIATIVE EXPENSE POLICIES CONSULTANTS

FOR

ORGANIZATIONS/

All invoices must have sign off from the Principal or authorized signatory of the school(s) an organization or consultant is working with. Organizations/consultants can submit invoices monthly or quarterly to Charisse for processing. The organization/consultant will receive a check from The Fund for Public Schools mailed to the location indicated on the invoice. The invoice should follow the ESI Sample Invoice Template (see Appendix A) and deliverables cited must match those indicated in the Scope of Work. Invoices for trainings or meetings must be accompanied by sign-in sheets indicating date and location of training/meeting and names of attendees. To facilitate a smooth payment process, all submitted invoices must have the following: Dates of services rendered Description of service rendered Remittance address at which to send payment Principal signature approving the invoice Please submit any invoices to Charisse at least 20 business days before payment is due. Rush payments will not be possible.

Invoices may be submitted electronically, by fax, or by mail:

ESI Expense Policies Guide_ August 2013

ELECTRONICALLY

FAX NUMBER

BY MAIL New York City Department of Education Expanded Success Initiative ATTN: Charisse Taylor 333 Seventh Avenue, Rm. 760 New York, NY 10001

ctaylor21@schools.nyc .gov

(212) 356-7517

Sign-in sheets should be scanned and emailed to Charisses attention at ctaylor21@schools.nyc.gov.

EXPANDED SUCCESS INITIATIVE EXPENSE POLICIES FOR ALUMNI/ CURRENT STUDENT MENTORS
All invoices must have sign off from the Principal or authorized signatory of the school(s). Schools employing alumni mentors can submit invoices on their behalf monthly or quarterly to Charisse for processing. The alumni mentor will receive a check from The Fund for Public Schools mailed to the location indicated on the invoice. Otherwise, a school can indicate that they would like the checks mailed to the school location to distribute on their own. The invoice should follow the ESI Sample Invoice Template (see Appendix A) and deliverables cited must match those indicated in the Scope of Work. To facilitate a smooth payment process, all submitted invoices must have the following: Dates of services rendered Description of services rendered Remittance address at which to send payment Principal signature approving the invoice Please submit any invoices to Charisse at least 20 business days before payment is due. Rush payments will not be possible. Invoices may be submitted electronically, by fax, or by mail: ELECTRONICALLY ctaylor21@schools.nyc .gov FAX NUMBER BY MAIL New York City Department of Education Expanded Success Initiative ATTN: Charisse Taylor 333 Seventh Avenue, Rm. 760 New York, NY 10001

(212) 356-7517

TO INQUIRE ABOUT THE STATUS OF SUBMITTED INVOICE/ REIMBURSEMENT REQUESTS: Contact Charisse Taylor, Associate Director of ESI at ctaylor21@schools.nyc.gov or 212-356-3759.
ESI Expense Policies Guide_ August 2013

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EXPANDED SUCCESS INITIATIVE-APPENDIX A: SAMPLE INVOICES

YOUR COMPANY NAME HERE YOUR COMPANY ADDRESS HERE YOUR COMPANY PHONE NUMBER HERE

(Or you can prepare this on your letterhead as long as this information is shown there)

INVOICE # 1
DATE HERE
BILL TO: The Fund for Public Schools, Inc 52 Chambers Street, Room 305 New York, NY 10007 Attn: Caroline Gonzalez Project: ESI Program at NAME OF PARTNER SCHOOL Payment Due: (In accordance with Contract agreement)

SEE SAMPLE BELOW-USE YOUR SCOPE OF WORK TO GENERATE 1. Planning for implementation including travel and materials : Competency and Development 7/01/12-8/30/12 Deliverable #2 2. Planning for Implementation: Task Development includes materials (7/01/12 - 8/30/12) Deliverable #3 3. Two Days of Initial In-person trainings on competencies/tasks (9/01/12-9/08/12) Deliverables 1-3 accomplished as contracted
Please make checks payable to: YOUR NAME HERE

Cost $15,722

$9,613

$10,485 $35,820

Address where check should be mailed Attention of ..

CERTIFICATION: I hereby certify, to the best of my knowledge and belief, that the information, facts, figures and assertions contained herein are complete, correct and accurate, that they correspond with the books and records of this agency, and that the expenditures reported including, but not limited to, compensation for personnel services, were made solely for the purposes specified in the agreement with The Fund for Public Schools. ____________________________________________

EXPANDED SUCCESS INITIATIVE-APPENDIX A: SAMPLE INVOICES

Signature

(Or you can prepare this on your letterhead as long as this information is shown there)

ALUMNI MENTOR NAME HERE ALUMNI MENTOR ADDRESS HERE ALUMNI MENTOR PHONE NUMBER HERE

INVOICE # 1
DATE HERE
BILL TO: The Fund for Public Schools, Inc 52 Chambers Street, Room 305 New York, NY 10007 Attn: Caroline Gonzalez Project: ESI Program at NAME OF PARTNER SCHOOL Payment Due: (In accordance with Contract agreement)

SEE SAMPLE BELOW-USE YOUR SCOPE OF WORK TO GENERATE Deliverable #1

Peer editing of writing in after school tutoring sessions

Cost

Deliverable #2
Weekly visits to Advisory

Deliverable #3
Overseeing events specific to Gentleman Scholars program

Deliverables 1-3 accomplished as contracted

Please make checks payable to: ALUMNI MENTOR NAME HERE

$50

Address where check should be mailed Attention of CERTIFICATION: I hereby certify, to the best of my knowledge and belief, that the information, facts, figures and assertions contained herein are complete, correct and accurate, that they correspond with the books and records of this agency, and that the expenditures reported including, but not limited to, compensation for personnel services, were made solely for the purposes specified in the agreement with The Fund for Public Schools. ____________________________________________ Signature