West Nile Virus Grant Invoicing Instructions Basic Information: Submission: Submit one copy of the invoice form, time/mileage sheets and copy of all receipts, bills, etc. (Please keep your original copies of receipts). The Comptrollers Office does not accept invoices completed in pencil, on legal size paper, calculator tapes or rounded figures. Everything must match penny for penny. Invoice Due Dates : January 1 to March 31 is due April 30; April 1 to June 30 is due July 31; July 1 to September 30 is due October 31; and October 1 to December 31 is due January 31. Invoice Mailing Address: DEP - Division of Vector Management P.O. Box 1467 Harrisburg, PA 17105-1467 Invoice Form: The invoice form is a Microsoft Excel spreadsheet. Please press the “Enable Macros” button when you open the document and press the tab key to move from one field to the next throughout the document. As you input hours, hourly rates (including benefits), miles, etc., the spreadsheet will automatically subtotal and total all of your input for you. Always reference the grant’s Detailed Budget page for accuracy regarding input of rates and location of category items. Be sure to include the current document number (41000XXXXX), remittance address and invoice period. Working Capital: Counties that request 20% working capital must deduct it from their invoices starting with the first quarter and continuing until it is completely exhausted. If the working capital is not exhausted by September 30, the remainder (with interest) must be returned to DEP by check made payable to the “Commonwealth of Pennsylvania” by November 29. Amendments: Any changes in the Detailed Budget categories require approval from DEP prior to implementation. A request for an amendment memo needs to be completed and emailed to your DEP Regional Coordinator. A fill-in- the-blank amendment form can be found on the public website. After approval from your Regional Coordinator, they will fax the amendment to DEP Central Office for final approval. DEP Central Office will notify you or your Regional Coordinator if the request was disapproved. Category Specifics: Personnel: Staff are to complete a Timesheet and Mileage Log for each month they work for the program. If benefits were requested, they are to have been incorporated into the hourly rate as approved on the detailed budget. If overtime was approved in the detailed budget, you need to get permission from your DEP Regional Coordinator and Central Office staff before using it. Breakout regular hours from overtime hours on the timesheet. If hourly rates change, an amendment is necessary. Travel/Training: Record your mileage activities on the Timesheet and Mileage Log sheets. Please break it out according to whether you were using a leased vehicle or your personal/county vehicle. The State does not pay for gasoline, only mileage. Receipts are needed for all training costs (hotel, meals, training materials, registration) all training must have been pre-approved in your grant agreement. Remember that all conferences or trainings must be WNV oriented. (We do not reimburse for alcohol purchased with meals, or tips). Equipment/Supplies: Copies of receipts and/or invoices are needed for everything. Please use the line items given to list vendor name(s). Three blank lines have been included for miscellaneous items that do not fall under the line items listed. Contracted Services: Copies of invoices and/or receipts from the contractor. Note: PSU Extension staff are required to submit a West Nile Virus Timesheet and Mileage Log for reimbursement of time. If any other expenses were incurred during the invoice period, they may be explained by attaching a letter/memo describing those expenses in detail or attach a copy of receipts. Administration: Justification in detail on office letterhead as to how administrative costs were calculated and/or receipts for items such as postage; copier, telephone and fax usage is required. If office rent was requested and approved in your grant, please complete the rent line according to that information. Updated: 01/2008 West Nile Virus Invoice Form County Name: PERIOD From: DEP Agreement Number: To: Remittance Address: County Personnel Name or Title Hours Worked Rate Total $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 TOTAL from next page (if applicable) Total $0.00 County Travel/Training (Limited to Commonwealth rates) County/Personal Vehicle Miles (8/1 to 12/31) at .585 per mile $0.00 Leased Vehicle Miles at .22 per mile $0.00 Instate Training (DEP, Pesticide Certification or WNV-oriented) Pesticide Applicators Insurance Pesticide Applicators License fees and testing materials Vehicle Rental/Leases (trucks, ATVs, trailers, insurance) Total $0.00 County Equipment/Supplies List Vendor Name(s) Carbon Dioxide/Dry Ice Surveillance Equip/Supplies (vials, traps, etc.) Control Equip./Supplies (sprayers, etc.) Adulticide/Larvicide Products Educational Materials Cell Phones Office Supplies Total $0.00 Contracted Services All Penn State Cooperative Extension Expenses Professional Pesticide Applicator Expenses Total $0.00 Administration Postage; Copier, Fax, and Telephone Usage WNV Exclusive Office Rent Total $0.00 SUBTOTAL : $0.00 Less Working Capital (if applicable): TOTAL REIMBURSEMENT: $0.00 I declare that the above expenses are an accurate statement for this county for DEP's West Nile Virus Control Program to the best of my knowledge. ________________________________________ Signature Title Date INELIGIBLE EXPENSES INELIGIBLE 1. Freezers, refrigerators, lab furniture, office furniture, generators. 2. Insect repellants (bug suits are acceptable). Insect repellants contaminate sampling equipment. 3. All control products (larvicide/adulticide) must be purchased by September 30. 4. Tire removal or advertising for removal. 5. Medical expenses (including drug testing) of any staff or contractor. 6. Business cards and Promotional items (pens, pencils, magnets, note pads, etc.). 7. Waterproof notepads (information written in pencil will not run or smear). 8. Purchase of clothing (baseball caps, sport shirts, pants or jackets), including embroidery work or dry cleaning expenses. 9. Maintenance on vehicles (tires, inspection, oil change, car wash, etc.). These costs are incorporated in with the mileage rate. These same expenses would be part of the lease agreement should the vehicle be leased. 10. Purchase of any type of vehicles (truck, car, ATV, truck caps, etc.). (NOTE: When leasing vehicles, be sure that all necessary accessories and insurance are included in the price of the lease). 11. Computer servers, laptops and accessories, USB flash drives, laser printers, LCD projectors, digital cameras, copiers, scanners, or fax machines. 12. Membership dues to professional associations (Examples: AMCA, MAMCA, NJMCA, PVCA, ESP). 13. Food associated with county-initiated educational activities. 14. Attorney or auditor fees. 15. Travel Status: Charges for tips to bellboys and waiters/waitresses, personal phone calls, alcoholic beverages, parking fines and moving vehicle violations, meals and lodging provided by the Commonwealth, meals and lodging furnished free by friends, relatives, or any other source. 16. Costs associated with commuting from home to office (time and/or mileage). 17. No more than two cell phones per county at a maximum of $600 each.
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