Transcript Invoicing - Student, Family and Community Support Department

Invoicing
SFUSD ExCEL Invoicing
Procedure

Expenses must supplement and not SUPPLANT expenses.
Items purchased must be utilized entirely for ExCEL
student programming or multiple funding sources must
be utilized i.e. match funds.

School-wide expenses may not be funded solely using
ExCEL grant funds. With pre-approval, a portion of event,
postage or other related expense may be allowable if
directly related to the ExCEL program students.
 It
is difficult to be all inclusive in a list of what is
allowed. We cannot anticipate everything so when
in doubt, ASK before you spend. We want to work
with you to “get it right” and to make the invoicing
process as simple as possible.
 All
ExCEL Approval forms must be submitted for
review and pre-approval IN ADVANCE of any
expenditures or related activities taking place.
 Submit to your District
Coordinator for approval
before purchasing the item.
 Include rational and all
needed attachments before
submitting to your District
Coordinator.
 Include APPROVED CBO
Expenditure Approval Form
for Allowable Expenses in
invoice along with the
receipt of the item.
PRE-APPROVAL REQUIRED
Supplies for Program >$1500
per order
Must submit CBO Expenditure Approval Form
Youth Stipends
Allowable for HS ASSETS grants. Must submit CBP Expenditure
Approval form
Pre-approval is required. Submit the CBO Expenditure
Approval Form. The program activity should be integral to the
program summary and a lesson plan is required. The lesson
plan must have specifically stated educational objectives*
Expense Approval Form;
Receipts
Vendor Invoice for Services/
Educational Excursion
Expenditure approval form
with lesson plan; sign in sheet,
receipts
Subcontractor
Must submit CBO Expenditure Approval Form for pre-approval
and conform with SFUSD subcontracting requirements for
insurance, TB, etc.
Vendor Invoice for Services
requires proof of payment,
description and dates of
services provided
Digital Media (DVDs, VHS,
CDs)
Must submit CBO Expenditure Approval Form; with attached
lesson plan and justification of use
Expense Approval Form;
Receipts
Video/computer games
and/or consoles
Must submit CBO Expenditure Approval Form with attached
lesson plan and justification of use
Expense Approval Form;
Receipts
T-shirts/sweatshirts/any other
custom printed materials for
participants
Must submit CBO Expenditure Approval Form. Tag line
required:
Expense Approval Form,
Receipts
School Wide Events
Must submit CBO Expenditure Approval form and identify
matching funds
Off Site Program Activity
Including Transportation*
Expenditure Approval Form;
Receipts
ExCEL After School Program
Name of School
SFUSD
Expenditure Approval form,
Receipts
INSTRUCTIONS FOR INVOICES:
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The invoice template has an invoice for each month of FY 2014-2015
The template is designed so that all of the repeating information only has to
be input ONCE.
Please look at the sample invoice. The areas highlighted in YELLOW only
need to be input ONCE on the July invoice
The areas highlighted in GREEN need to be input each month.
The second page of the invoice is mandatory.
Submit back up documentation for all expenses - be sure to refer to ExCEL
allowable expenses for guidance.
The box at the top is related to the attendance reviews as stated in the
After School Contract Agreement. If attendance is below 85%, it will NOT
result in invoices being held. This is simply a system for ExCEL to ensure that
we review the attendance per the After School Contract Agreement.
Cover page - Mandatory
Summary page - Mandatory

The second page of the invoice is mandatory.

Each invoice MUST have a unique invoice number.
Invoice numbers can consist of the first four letters of
the school site name – month- year (two digits) and
the school code. For example, an August 2013
invoice for Roosevelt would look like this:
 ROOS-08-13-797

No two invoices should have the same invoice
number. For sites with multiple grants, the invoice
number must differentiate between grants. For
example:

ROOS-08-13-797-ASES
Tips for Faster Invoice Processing
Please do not staple the supporting documents inside the invoices. Paper or Binder Clips
are requested.
As a first choice for Invoice Numbers, please use our example:
1st four letters of School Name—Month—Year—School ID #—Grant
Examples:
Grant Type
Abbreviation
Dual Accounts:
Equitable Access
Equ. Acc.
Family Literacy
FL
Supplemental
SUPPL
Before School
B4 Sch
ASSETS
ASSETS
Base
BASE
LAKE-01-13-670-21STC
LAKE-01-13-670-ASES
Single Accounts: ROOS-09-13-797-FL
If you have a unique invoice number per invoice per month you’d like to use, please be consistent
throughout the year. Do not use the same invoice number twice, as there were lots of duplicate
account numbers last year.
Please make sure the following information is correct on the invoice:
Purchase Order (PO) number
K-Reso Number
SACS Codes
INSTRUCTIONS FOR BUDGET REVISIONS:
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Budget Revisions can be submitted
anything before the last invoice is
turned in.
Fill in the blue box: EFFECTIVE Date of
Revision. Submit budget revision request
at least one month PRIOR to effective
date.
Please complete the second column
(highlighted in blue), TOTAL REVISED
BUDGET
Please provide an explanation in the
box highlighted in blue as to the reasons
for the budget revision request
Once the budget revision request has
been reviewed and approve, make the
appropriate changes to the July Invoice
template. This will ensure that all of the
changes are made to ALL of the
monthly invoices.
ExCEL Invoice Do’s and Don’ts
Item
Payroll
Do’s
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Receipts
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Documentation
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General
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Don’ts
If you are only billing a portion of staff salary, please
indicate it.
Include the second page of the invoice template
(Invoice Documentation Summary).
Please make sure to list all staff and payroll charged
to ExCEL on the Invoice Documentation Summary.
Include only payroll expenses that are posted to the
payroll summary for the invoice period.

Do not include general ledgers.
Make sure receipts are clear with items purchased
and prices clearly legible.
Itemize your receipts. For receipts that are not
itemized, please write out what was purchased.
Circle the total on the receipt.
Provide justification for purchase (for example:
materials for cooking class, program supplies, etc.,)
For online orders, include the receipt indicating the
items were already paid for.
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Do not include receipts not billed to ExCEL.
Do not include personal items on receipts.
Do not include a lost receipt document. Lost
receipts are not accepted.
Do not include illegible copies of receipts. If
the copy is too light, make a darker copy.
Include back up documents and (if necessary)
spreadsheets outlining the amount billed to ExCEL
For online orders, indicate the purchase on your
Invoice Documentation Summary, however DO NOT
submit a copy of the general ledger.
For items/services that need approval, be sure to
include a copy of the appropriate signed Approval
Form.
Turn in your Budget Revisions PRIOR to invoicing.
Include a detailed lesson plan that includes
educational objectives if purchases of junk food-like
materials are used for a lesson or activity.
Include only expenses that are posted to the Invoice
Documentation Summary for the invoice period
Make sure the math adds up!
Email your assigned ExCEL staff in advance about
unique situations relating to the invoice.

Do not include credit card statements, petty
cash statements or other internal documents.

Do not invoice over the contracted amount
for the year.
Do not invoice over the administrative budget
for the year.
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Highlights
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Transportation for educational excursions may
now be invoiced to ExCEL
Computers and tablets need to be
purchased through the District and must
include a complete Principal Expenditure
Approval Form and a price quote from the IT
Department
Proper documentation for CBO Expenditure
Approvals include a breakdown of the costs
AND a lesson plan with the educational
objectives outlined.