FINANCIAL GOVERNANCE AUTHORITIES

HANDBOOK

Section 5 – Financial Governance

Special Considerations

First Quarter Rule - Max 25% reimbursed in first quarter

10% Amendment Rule Balance budgets each quarter Co-mingling

• Funds can’t lose identity

• May co-fund to maximize use of funds

Why We love The Portal

EXPENDITURES ENTERED ONE TIME ACTIVITY EXPENDITURES TRACKED BALANCES CACULATED IN BUDGET

SUBCATEGORIES EXPENDITURES APPROVED LINE BY LINE PDF &EXCEL WORKSHEETS CAN BE

EXPORTED• -provided information entered throughout year is

accurate!

END OF YEAR BALANCING

END OF YEAR BALANCING EASIER

• If information entered throughout year was accurate . . . .

• If not entered accurately It likely is too late since amendment

deadline is April 30.

ACCESS THE PORTAL

WWW.perkinsreporting.com

LOG ON SCREEN

SUMMARY PAGEYour institution name

NAVIGATE TO REIMBURSEMENT

From Log in screen select

My Application

Reimbursements

At Reimbursement screen find “Request Reimbursements” button

REIMBURSEMENT SCREEN

REQUEST REIMBSURSEMENT WINDOW

Select Activity

• This is where you Select the Activity.

• Select budget category to view budget detail

SELECT BUDGETCATEGORY

SELECT BUDGET DETAIL

Enter Transaction date

Payee

INSERT P.O. NUMBER

Not all transactions have P.O. number.

Invoice

Payroll

TR1

Check

Journal Voucher

IPR

INSERT DOCUMENT TYPE

Capital Equipment Purchase

If Capital Equipment you must enter inventory number(s)

Inventory Number $ Amount

inventory

Insert $ amount

P009875-P009900

25 Dell computers

• Must enter explanation and then SAVE

Notes section

Use of Notes Section

Tracking and Clarity Way to communicate

• Further explanation

• Supplemental information useful to local coordinator or the state staff

NOTES

Explanatory information

Conference related to airfare

Names of travelers

TRI – relate to PD activity

Invoice – DFA tax charges

Journal voucher – explain

Mileage for state car to travel to meeting

NOTES EXAMPLE

• 3 steps before you leave this screen

1

3

2

Steps

Your Reimbursements Page

Submitted

After ApprovalBy State Staff

Activity Level Budget

Activities Page

Budget page reimbursement tracking

Corrections Via Credit Entries

There is no easy way to correct once a reimbursement is approved.

Only State staff can enter correcting entries The institution enters the new, corrected

entry. Be sure to reconcile all expenses prior to

submitting for reimbursement rather than trying to back out an entry later.

What if a mistake in entering?

If not submitted, you can edit. If submitted but not approved, staff can

“deny” and then you can edit If “approved”, then a “reversing entry” is

required.

FOR CORRECTIONS USE REVERSING ENTRY FORM

EXAMPLES

Wrong activity number Wrong budget category Cancelled meeting where

registration check was returned

The form can be found at http://www.adheperkins.com/forms.html

Face of state staff when doing reversing entries!

Corrections not impossible

Best to carefully check everything before entering request for reimbursement into portal

Review budget balances, verify that balances are correct

Reconcile budgets and expenditures at least quarterly (amendment)

COORDINATION WITHIN INSTITUTION

Use the system presently in place Continue to work with business office Verify that expenditures are allowable

under the grant Assure that expenditures have been

approved for the activity

Suggestions

Use the system presently in place Use reimbursement form as your input

document

USE FORM TO ORGANIZE REQUESTS

The form can be found at http://www.adheperkins.com/forms.html

The End