Directions

Directions for completing individual UPK Program sites To open the file, a version of Microsoft Excel 2000 or later is required. To save the file to the computer, select the “File” option in the toolbar and select “Save As” from the drop down list. Forms must be completed electronically and submitted to the appropriate Borough Contract Manager.The security setting on your computer must be set to medium The completed Mid-Year Expenditure Report must be emailed to your Contract Manager by the close of business on February 27, 2009. The completed End-Year Expenditure Report must be emailed to your Contract Manager by the close of business on July 14, 2009. NOTE: Documentation for all expenses are required to be maintained at your site. COLUMN HEADING DIRECTIONS Populate with the information from the most recent approved budget. FY 09 BUDGETED TOTAL COSTS FY 2009 BUDGETED COSTS TO UPK PROGRAM TOTAL EXPENDITURES (JULY 2008 JANUARY 2009) COST CHARGED TO UPK PROGRAM (JULY 2008 JANUARY 2009) Populate with the information from the most recent approved budget. For the period July 1, 2008 through January 31, 2009, indicate the total cost of each line item for all programs that received the benefit of the expenditure. If only the UPK program benefited from the expenditure, enter the amount in this column and the same amount in the "Costs Charged To UPK Program" column. For the period July 1, 2008 through January 31, 2009, indicate the total cost of each line item charged to the UPK program. This column is automatically calculated. UNSPENT BALANCE If the budget was revised and approved after January 31, 2009, enter the new budget. Otherwise, leave this column blank. UPK BUDGET MODIFIED AFTER JANUARY 31, 2009 TOTAL EXPENDITURES (JULY 2008 - JUNE 2009) COST CHARGED TO UPK PROGRAM (JULY 2008 - JUNE 2009) For the period July 1, 2008 through June 30, 2009, indicate the total cost of each line item for all programs that received the benefit of the expenditure. If only the UPK program benefited from the expenditure, enter the amount in this column and the same amount in the "Costs Charged To UPK Program" column. For the period July 1, 2008 through June 30, 2009, indicate the total cost of each line item charged to the UPK program. Instructions for Inserting a Row To insert a row in the Personal Service (PS) worksheet, move the cursor to the "Sub-total" row of the section you want to insert the row and press the control button and the letter "I" simultaneously. Enter the number of rows you need and press enter, the number of rows you entered will be added. You will not be able to add rows to any other section of this worksheet other than the PS section. UNIVERSAL PREKINDERGARTEN EXPENDITURE FORM SY 2008-2009 *FOR OFFICE USE ONLY* Date Received: RFP #: Link to UPK Expenditure Guide Version 05-14-09 VENDOR INFORMATION Borough: District: Vendor Number: Contract Number: BEDS # (if applicable): Provider's Legal Name: Mailing Address: City, State Zip: Telephone Number Fax Number Email Address: Contact Name: Executive Director's Name: Mailing Address: City, State Zip: Telephone Number: Fax Number: Email Address: Number of Sites Operated * This is the: 1 SITE INFORMATION- FULL DAY PROGRAM * After you enter the Number of Sites Operated, press [Enter], then press [Ctrl + R] to customize the form. Site 1 Doing Business As Site Address Total Number of Children in Classes Program Status District Total Number of Classes Operated TOTAL CONTRACT COST FOR 2008 - 2009 Cost per child Contracted Number of Children FY 09 Contract Amount Number of Children registered as of 10/31/08 Revised Contract Amount as of 10/31/08 (If applicable) Number of Children registered as of 01/30/09 Revised Contract Amount as of 01/30/09** (If applicable) FY 09 Budgeted Amount as of Mid-Year $ Year to Date (July - Jan) Payments ** Do not complete this field for the Mid-Year Report. This field is only applicable for the End-Year Report. - CERTIFICATION STATEMENT I certify that the information furnished in this report is true and accurate. The costs included in the "Cost Charged to UPK Program" column are the costs that were incurred or accrued in this school year in connection with the UPK program. Reimbursements for the same costs as those included in the "Cost Charged to UPK program" has neither has been sought from nor made by any other public or private entity either in whole or in part. I further attest that the identified costs are supported by records, including allocation worksheets as applicable, and that the records are maintained by my agency. Administrative Name and Title: Financial Name and Title: Signature and Date: Signature and Date: BUDGETED OTHER THAN PERSONAL SERVICES (OTPS) & PERSONAL SERVICES (PS) # OTPS - FACILITY COSTS TOTAL COST TOTAL COST CHARGED TO UPK 1 Total Facility Sq. Ft. (Include all location with a UPK presence) Cost Per Sq. Ft. Facility Cost (Facility Cost is the charge for space used during program times only. It may include computer rooms, office spaces, etc.) #DIV/0! $ $ $ $ $ $ $ $ $ $ $ $ #DIV/0! - 2 3 4 5 6 # Electric Gas/Fuel Telephone/Internet Cost of Licenses/Permits for UPK program SUBTOTAL OTPS FACILITY COST OTPS - ADMINISTRATIVE COSTS 7 8 9 10 11 12 13 14 15 16 17 # Office Equipment and Furniture Purchases $ $ $ $ $ $ $ $ $ $ $ - $ $ $ $ $ $ $ $ $ $ $ - Office Equipment and Furniture Rental Office / Janitorial Supplies Insurance Advertising Consultants (e.g., bookkeeper, accountant, exterminator, security services ) Postage Transportation Cost Minor Maintenance and Repair of Equipment and Facilities (Less than $2,500 annually) Family Involvement SUBTOTAL OTPS ADMINISTRATIVE OTPS - INSTRUCTIONAL COSTS 18 19 20 21 Equipment and Furniture Purchase Instructional Materials & Classroom Supplies Meals Snacks Please refer to the Expenditure Guide for specific guidelines on reimbursement for meals and snacks. $ $ $ $ $ $ $ - $ $ $ $ $ $ $ - 22 Instructional Field Trips (Trips must have an educational component and be itemized for the cost of admission and bus when applicable. There is a maximum of 3 paid trips per year and a $10.00 limit per person per trip.) 23 Consultants (Instructional consultants providing professional support services, staff developers, music/art instructors, nurse consultants, nutritionists, social workers) 24 SUBTOTAL OTPS INSTRUCTIONAL # OTPS - SECURITY CLEARANCE COSTS 25 Security Clearance 26 TOTAL OTPS 27 Goods and Services Provided Through Private Funding (In-kind - Not Private Tuition) # PS - STAFF SALARIES AND WAGES $ $ - $ $ $ - 28 29 30 31 32 Administrative Staff Instructional Staff Facility Staff Per Diem Staff Fringes 33 TOTAL PS TOTAL OTPS &PS $0.00 $0.00 $0.00 $ $ $ $ $ $ $ - NEW YORK CITY DEPARTMENT OF EDUCATION UPK PROGRAM EXPENDITURE FORM FY 2008-2009 Site 1 SCHOOL YEAR 2008 - 2009 BUDGET INFORMATION FY 2009 Budgeted Costs to UPK Program (Latest) SCHOOL YEAR 2008 - 2009 MID YEAR EXPENDITURES Total Expenditures Cost Charged To (July 2008 - Jan UPK Program (July 2009) 2008 - January 2009) Unspent Balance (Automatically Calculated) LINE ITEMS FY 2009 Budgeted Total Costs OTPS- FACILITY COSTS Facility Cost Electric Gas/Fuel Telephone/Internet Cost of Licenses/Permits for UPK Program SUBTOTAL- FACILITY COSTS OTPS -ADMINISTRATIVE COSTS Office Equipment and Furniture Purchase Office Equipment and Furniture Rental Office/Janitorial Supplies Insurance Advertising Consultants (e.g., bookkeeper, accountant, exterminator, security service) Postage Transportation Costs Minor Maintenance and Repair of Equipment and Facilities Family Involvement SUBTOTAL- OTPS-ADMINISTRATIVE OTPS -INSTRUCTIONAL COSTS Equipment and Furniture Purchase (Refer to the UPK Guide for specific guidelines) Instructional Materials & Classroom Supplies Meals Snacks $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 12 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 4 of 6 NEW YORK CITY DEPARTMENT OF EDUCATION UPK PROGRAM EXPENDITURE FORM FY 2008-2009 Site 1 Instructional Field Trips (Trips must have an educational component and be itemized for the cost of admission and bus when applicable. There is a maximum of 3 paid trips per year and a $10.00 limit per person trip) Consultants (Instructional consultants providing professional support services, staff developers, music/art instructors, nurse consultants, nutritionists, social workers) SUBTOTAL- OTPS INSTRUCTIONAL OTPS-SECURITY CLEARANCE COSTS Security Clearance TOTAL OTPS Goods and Services Provided Through private Funding $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 STAFF SALARIES AND WAGES (Please indicate name and title) FY 2009 Budgeted Total Costs FY 2009 Budgeted Costs to UPK Program (Latest) Total Expenditures Cost Charged To (July 2008 - Jan UPK Program (July 2009) 2008 - January 2009) Unspent Balance (Automatically Calculated) ADMINISTRATIVE STAFF Educational Director(s), Secretary Bookkeeper, and other administrative staff $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subtotal- Administrative Staff INSTRUCTIONAL STAFF Teachers, Teachers Assistants, Teacher Aides and full time Substitutes $0.00 $0.00 $0.00 5 of 6 $0.00 $0.00 $0.00 $0.00 $0.00 NEW YORK CITY DEPARTMENT OF EDUCATION UPK PROGRAM EXPENDITURE FORM FY 2008-2009 Site 1 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subtotal- Instructional Staff FAMILY WORKER/FACILITY STAFF Family Workers, Food Service, Custodial, Security and other facility staff $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subtotal- Family Worker/Facility Staff SUBSTITUTE TEACHERS $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Subtotal- Substitute Teachers Subtotal excluding Substitute Teachers Fringe Rate Total Fringe Benefits Total Wages & Fringe Benefits $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 GRAND TOTAL COMMENTS: $0.00 $0.00 $0.00 $0.00 $0.00 6 of 6