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REIMBURSEMENT

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REIMBURSEMENT Powered By Docstoc
					FINANCIAL GOVERNANCE
AUTHORITIES
HANDBOOK
Section 5 – Financial Governance
Special Considerations
   First Quarter Rule - Max 25%
    reimbursed in first quarter
   10% Amendment Rule
    Balance budgets each quarter
   Co-mingling
    • Funds can’t lose identity
    • May co-fund to maximize use of funds
Why We love The Portal
   EXPENDITURES ENTERED ONE TIME
   ACTIVITY EXPENDITURES TRACKED
   BALANCES CACULATED IN BUDGET
    SUBCATEGORIES
   EXPENDITURES APPROVED LINE BY LINE
   PDF &EXCEL WORKSHEETS CAN BE
    EXPORTED
    •   -provided information entered throughout year is
        accurate!
END OF YEAR BALANCING
   END OF YEAR BALANCING EASIER

    • If information entered throughout year was
        accurate . . . .
    •   If not entered accurately     It likely is too late
                                      since amendment
                                     deadline is April 30.
ACCESS THE PORTAL


WWW.perkinsreporting.com
LOG ON SCREEN
SUMMARY PAGE
         Your institution name
NAVIGATE TO
REIMBURSEMENT
From Log in screen select
  My Application
  Reimbursements
At Reimbursement screen find “Request
  Reimbursements” button
REIMBURSEMENT SCREEN
REQUEST REIMBSURSEMENT
WINDOW
Select Activity

  •   This is
      where you
      Select the
      Activity.
SELECT BUDGET
CATEGORY

•   Select
    budget
    category
    to view
    budget
    detail
SELECT BUDGET DETAIL
Enter Transaction date
Payee
INSERT P.O.
NUMBER


Not all transactions have P.O.
number.
INSERT DOCUMENT
TYPE



Invoice
Payroll
TR1
Check
Journal Voucher
IPR
Capital Equipment Purchase


  If Capital
      Equipment
      you must
      enter
      inventory
     number(s)
Inventory Number $ Amount




i
n
v
e
n
t                           P009875-P009900
o
r
y




               25 Dell computers
   Insert $
    amount
Notes section


•   Must enter
    explanation
    and then
    SAVE
Use of Notes Section
   Tracking and Clarity
   Way to communicate
    • Further explanation
    • Supplemental information useful to local
      coordinator or the state staff
NOTES


Explanatory information
 Conference related to airfare
  Names of travelers

TRI – relate to PD activity
Invoice – DFA tax charges
Journal voucher – explain
Mileage for state car to travel to
meeting
NOTES EXAMPLE
                     3
    Steps




•   3 steps before
    you leave this
    screen


                 1

                     2
Your Reimbursements Page




           Submitted




               After Approval
               By State Staff
Activity Level Budget
Activities Page
Budget page reimbursement
tracking
Corrections Via Credit Entries
   There is no easy way to correct once a
    reimbursement is approved.
   Only State staff can enter correcting entries
   The institution enters the new, corrected
    entry.
   Be sure to reconcile all expenses prior to
    submitting for reimbursement rather than
    trying to back out an entry later.
   What if a mistake in entering?

   If not submitted, you can edit.
   If submitted but not approved, staff can
    “deny” and then you can edit
   If “approved”, then a “reversing entry” is
    required.
FOR CORRECTIONS                     EXAMPLES
USE REVERSING
ENTRY FORM


The form can be found at
http://www.adheperkins.com/forms.      Wrong activity number
html
                                       Wrong budget category
                                       Cancelled meeting where
                                        registration check was
                                        returned
Face of state staff when doing
reversing entries!
Corrections not impossible
   Best to carefully check everything before
    entering request for reimbursement into
    portal
   Review budget balances, verify that
    balances are correct
   Reconcile budgets and expenditures at
    least quarterly (amendment)
COORDINATION WITHIN
INSTITUTION
   Use the system presently in place
   Continue to work with business office
   Verify that expenditures are allowable
    under the grant
   Assure that expenditures have been
    approved for the activity
Suggestions
   Use the system presently in place
   Use reimbursement form as your input
    document
USE FORM TO
ORGANIZE
REQUESTS



The form can be found at
http://www.adheperkins.com/forms.
html
The End

				
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