2. 21 st Century Community Learning Center Summer 2010 Webinar #2 Department of Public Instruction Program Monitoring and Support Division Support Services Section

3. Agenda Reimbursements Monitoring Visit Q & A

4. Expenditure Document Used by non-LEAs to request reimbursement of expenses (LEAs use a system called BUD) Submit once a month

5. Submitting Expenditure Document bchalk@dpi.state.nc.usSend directly (email) to: Barbara Chalk at bchalk@dpi.state.nc.us cc: Copy your consultant Subject Line: Include Unit # and Center Name Example: Expenditure Request/Quality Learning Center/Unit #B505

6. 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

9. 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)

11. 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

14. Questions

15. 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.

16. 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

17. Questions

18. 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

19. Consultants