Transcript Invoicing

Invoicing
SFUSD ExCEL Invoicing
Procedure
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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.
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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.
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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
Expenditure Approval Form;
GL/Receipts
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
Invoice/GL; Off 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.
Invoice 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*
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 2013-2014
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 not mandatory. If you choose not to use
this page, you will need to input your expenses directly into the invoice
template each month.
If you choose not to use the second page summary sheet, please submit a
summary sheet of you own that clearly outlines what expenses are charged
to what line items
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 Nov and Feb attendance reviews as
stated in the After School Contract Agreement. If attendance is below 75%,
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 - optional
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The second page of the invoice is not mandatory.

If you choose not to use this page, you will need to input your expenses
directly into the invoice template each month.
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If you choose not to use the second page summary sheet, you must
submit a summary sheet of your own that clearly outlines what expenses
are charged to the corresponding line item

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
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No two invoices should have the same invoice number. For sites with
multiple grants, the invoice number must differentiate between grants.
For example:
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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
Invoice Dos
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DO include back up documents and spreadsheets outlining the amount billed
to ExCEL. If only a certain percentage of staff salary will be billed to ExCEL,
please indicate on your back-up documents or create a spreadsheet
outlining the amount billed to ExCEL.
DO make sure photocopied receipts are clear with items purchased and
prices clearly legible.
DO make sure each receipt is itemized. For receipts from small businesses
(produce stores, neighborhood stores) that do not offer itemized receipts,
please list items that were purchased on the copy of the receipt.
DO be sure to circle the total on the receipt.
DO be sure to indicate the reason for purchase, for example: “materials for
cooking class.”
For Internet purchases, DO be sure to indicate the purchase on your General
Ledger OR provide a credit card statement indicating that this purchase was
paid for.
For items that need approval, DO be sure to include a copy of the signed
CBO Expense Approval Form for that particular purchase you are billing for.
DO make sure the math adds up!
DO email your DC in advance about unique situations relating to the invoice.
Don’t wait for us to figure it out. This will delay the processing of your invoices.
DO make sure you turn in Budget Revisions on time. Budget Revisions are
done twice a year (November and February).
DO be sure to include a detailed lesson plans that includes educational
objectives if purchases of junk food-like materials for a lesson or activity were
made, please include a detailed lesson plan.
Invoice Don’ts
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DON’T include receipts not billed to ExCEL. This will cause confusion and
slow down processing. If it is easier to photocopy receipts together,
please clearly cross out receipts not included in the billing with a large
“X” (Costco puts a slash across their receipts at the door so please don’t
do the slash) and clearly note “not ExCEL.”
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DON’T include personal items on receipts.
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DON’T include a lost receipt document. No lost receipts!
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DON’T Draw or write on your receipts. If the copy is too light, try to make
a darker copy.
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DON’T include information that is not pertinent!
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DON’T invoice over the contracted amount for the year.
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DON’T invoice over the administrative budget for the year.
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DON’T staple supporting documents. Paper or Binder Clips are
requested. Single sided copies only.
INSTRUCTIONS FOR BUDGET REVISIONS:
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Budget Revisions may be submitted in
November and February
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.
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.