Transcript Expediting the Payment Process

Expediting the Payment Process
PRESENTED BY:
ANGELA GILLIAM
How do we
prepare?
 Track and record all expenses for
ning
each grant cycle separately.
 Keep all receipts, i.e. supporting
documentation.
 Review the Procedures and
Requirements (P&Rs) and the
Terms and Conditions (T&Cs).
 Good record-keeping is essential!
 Anticipate due dates - these dates
How do we
plan?
are listed on the front page of the
Planning
P&Rs.
 Review the list in the Procedures
and Requirements (P&Rs) for
documents required for payment
requests. (See Payment Request
Form section)
 Coordinate with vendors prior to
the due dates to obtain info, i.e.
completion of Recycle-Content
Product Certification forms.
Expenditure Itemization Summary
(CIWMB 667)
 Report all expenditures for current grant cycle.
 Spend all of the available funds from the oldest
block grant to the most current.
 Split invoices across two separate block grant
cycles in order to zero out funds.
 EIS need to total to the amount of a submitted
payment request. (Unless reporting interest).
 Report expenditures appropriately in each
category.
Expenditure Itemization Summary
(cont.)
 Do not put containers/premiums in the Permanent
Collection Section.
 Provide a description of activities where
applicable.
 No changes to the EIS template unless you have
Grant Manager approval.
 EIS must have signatures from both an authorized
signer and accounting supervisor.
 Report earned interest at the end of the grant cycle.
 Required for all reported
Personnel
Expenditure
Summary
(CIWMB 165)
personnel expenses.
 Similar forms accepted with
Grant Manager approval.
 Retain all documents to support
personnel expenditures, i.e. time
logs, timesheets, etc.
 Grant Managers may request
additional supporting documents
to approve reported expenditures.
ST AT E OF CALI FORNI A
CIWMB 165 (Rev. 09/03)
CALIFORNI A I NT EGRAT E D W AST E
M ANAGEME NT BOARD
P ERSONNEL E XPENDITURE S UMMARY
G R A N T N U M BE R
Task #
Name/Classification
REPORTING & EXPENDITURE CATEGORY
Date
Worked
Hours
Worked
Hourly Rate
(w/benefits)
GRANTEE
Total
(Hours
x Rate)
E M P LO Y E R
Activity
Totals:
____________________________________________
SUPERV ISOR’S SIGNATURE
_____________________________________________________
GRANTEE SIGNATURE (IF CONTRACTOR TIME CLAIMED)
S e e r e ve r s e f o r i n s t r u c t i o n s a n d e x a m p l e .
 Required to report any grant-
related training/travel expenses.
Travel
Expense
Form
(CIWMB 246 or
Grantee version)
 Internal forms will be accepted
that contain same information.
 Complete/submit form with any
requests for travel
reimbursements.
Common Errors
 EIS/PES forms – Incorrect or missing signatures.
 Unclear or missing data on EIS forms.
 Mathematical errors.
 Ineligible copies of Publicity and Education items.
 Missing forms/documents.
Reminder – 5 Simple Steps to Facilitate Payments
 Review the required lists required for




payments/reporting in the P&Rs.
Double-check math on EIS/PES forms.
Ensure that your expenditures are eligible based on
the P&Rs.
Review package to ensure that you have all required
documents prior to submittal.
Ensure that you are on target to meet deadlines.
Payment Flow
Review/Process
Final Payment Approval
Grant
Used Oil
Manager
Supervisor
Record Payment
Issue Check
CIWMB
Accounting
State
Controller’s
Office
CLOSING REMARKS
Filters
Oil (gallons)
8,500,000
1,700,000
8,000,000
1,500,000
7,500,000
1,300,000
7,000,000
Oil
(gallons)
6,500,000
6,000,000
FY
FY
FY
FY
FY
FY
FY
00-01 01-02 02-03 03-04 04-05 05-06 06-07
1,100,000
900,000
Filters
700,000
500,000
FY 00- FY 01- FY 02- FY 03- FY 04- FY 05- FY 0601
02
03
04
05
06
07