presented by: angela gilliam expediting the payment process

PRESENTED BY: ANGELA GILLIAM

Expediting the Payment Process

ningHow do we prepare?

Track and record all expenses for 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!

PlanningHow do we plan?

Anticipate due dates - these dates are listed on the front page of the 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.

Personnel Expenditure Summary(CIWMB 165)

Required for all reported 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.

STATE OF CALIFORNIA CALIFORNIA INTEGRATED WASTE CIWMB 165 (Rev. 09/03) MANAGEMENT BOARD

PERSONNEL EXPENDITURE SUMMARY

GRANT NUMBER REPORTING & EXPENDITURE CATEGORY GRANTEE EMPLOYER

Task #

Name/Classification

Date

Worked

Hours

Worked

Hourly Rate (w/benefits)

Total (Hours x Rate)

Activity

Totals: ____________________________________________ _____________________________________________________ SUPERVISOR’S SIGNATURE GRANTEE SIGNATURE (IF CONTRACTOR TIME CLAIMED)

See reverse for instructions and example.

Travel Expense Form(CIWMB 246 or Grantee version)

Required to report any grant-related training/travel expenses.

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

Grant Manager

CIWMB Accounti

ng

State Controller

’sOffice

Used Oil Superviso

r

Review/Process Final Payment Approval Record Payment Issue Check

CLOSING REMARKS