Monthly Progress Reports Monthly Progress Reports & Processing Payments& Processing Payments

Show me the money!

Contract CycleContract Cycle

For your program, it all starts with the For your program, it all starts with the application.application. ResolutionResolution Work PlansWork Plans BudgetBudget

When TDOT gets all of this (and the When TDOT gets all of this (and the budget is correct) then we prepare the budget is correct) then we prepare the contract.contract.

What three items do we need What three items do we need to prepare your contract?to prepare your contract?

1)1) ResolutionResolution

2)2) Work PlansWork Plans

3)3) BudgetBudget

Contract CycleContract Cycle

We need the signed contract back in July We need the signed contract back in July or the end of August at the latest or the end of August at the latest

We route the contract for signaturesWe route the contract for signatures

It’s sent to TDOT Finance for Purchase It’s sent to TDOT Finance for Purchase Orders to be establishedOrders to be established

Contract CycleContract Cycle

We get final signatures and approvals then We get final signatures and approvals then setup Purchase Orderssetup Purchase Orders

July reports and invoices begin to arrive July reports and invoices begin to arrive August 15August 15thth and we want to pay in 30 and we want to pay in 30 business days or less.business days or less.

Monthly Progress ReportsMonthly Progress Reports Due by the 15Due by the 15thth of the following month of the following month

Example: July 2014 report and invoice is Example: July 2014 report and invoice is due by August 15, 2014due by August 15, 2014

Progress Reports are required for EVERY Progress Reports are required for EVERY month. Even if no work is done month. Even if no work is done (December) or all money spent (June (December) or all money spent (June 2015)2015)

Monthly Progress Report: MONTH OF _________________________, 20____.

COUNTY OF_____________________________________________

LGP Administrator:__________________________________ Phone #______________________________ Collection Contact: __________________________________ Phone #______________________________ Education Contact: __________________________________ Phone #______________________________ Prepared by: __________________________________ Phone #______________________________

EMAIL ADDRESS:____________________________________________

I. LITTER COLLECTION SECTION:

Collection personnel are_______________________________ (example: prisoners, county employees)

Total number of people working on collecting during the month? _ ____________________ [ADD TOGETHER THE NUMBER OF PERSONNEL FOR EACH DAY. FOR EXAMPLE: 3 WORKERS FOR 5 DAYS 3 WORKERS X 5 DAYS= 15 (15 WORKERS)

10 workers (1 guard & 9 prisoners) x 5 days (M-F) = 50 worker days (i.e., 50)

If they work this schedule for the entire month then the total would be 50 worker days x 4 weeks = 200 worker days.

Total county roadside miles covered during the month? ___________________________________

Total state roadside miles covered during the month? _____________________________________

List of roads: _________________________________________________________________ ___

This is number of miles of road that have been picked-up (not driven).

This is not an exact match with mileage for fuel receipts.

The units must be miles, not square-dumpster miles or kilometers.

We need the list of roads, but it can be a separate attachment.

How many total pounds (lbs). of litter were collected: __________________ (FROM ROADSIDE COLLECTIONS ONLY)

How many pounds of recycling material were collected: (FROM ROADSIDE COLLECTIONS ONLY)

aluminum # lbs._____, glass # lbs.____, paper # lbs. ____, other # lbs. ____, total # lbs.____

The units must be in pounds, not tons.

The pounds recycled cannot be more than the pounds collected on the road.

Illegal dump sites picked up_________________ Litter enforcement for the month:

warning tickets #____, citations # ____, convictions # ____ , other # ____

This is all seems straightforward, but let me know if you have questions.

II. LITTER EDUCATION SECTION:

List any local organizations that partnered with LGP during the month:

________________________________________________________________________________

Number of volunteers involved with LGP projects during the month: ________________________

Number of volunteer hours: _________________________________________________________

List any donations of materials, goods or services for LGP projects received during the month:

________________________________________________________________________________

What was the value of the donations: _________________________________________________

Education Breakdown

Must match Schedule 3

Student Education: $ ______________ spent. Please describe activities and attach receipts.

Public Education: $ ______________ spent. Please describe activities and attach receipts.

Media Education: $ ______________ spent. Please describe activities and attach receipts.

Business Education: $ ______________ spent. Please describe activities and attach receipts.

Government Education: $ ______________ spent. Please describe activities and attach receipts.

This MUST match the Schedule 3 total and the invoice.

Divide all education costs (including salary/benefits for education coordinator) among these categories.

COUNTY:_____________________________

REMITTANCE/PAY TO ADDRESS:

DATE PREPARED: _____________________

PROJECT # __________________________

MONTH REQUESTING REIMBURSEMENT: _____________________________YEAR:__________________________________________

Salaries and Benefits (Per Schedule 1 Attached) $0.00

Direct Cost (Per Schedule 2 Attached) $0.00

Education Cost (Per Schedule 3 Attached $0.00

Total Monthly Invoice $0.00

REIMBURSEMENT FORM

LITTER GRANT INVOICE/SCHEDULE SHEET

INVOICE # _________________________________

CONTRACT # (EDISO N PO #) Z_________________________

Please use the new invoice format that the auditors approved.

Remittance address is where notice of payment will be sent. Must have address. This must match what you entered in Edison.

Invoice number format must be 1415AndersonJuly then 1415AndersonAugust, etc.

Contract number (Z number) and project number (11 digits) are required.

Very Important Information!Very Important Information!

Each invoice Each invoice mustmust have: have: Correct remittance address (see Jan’s list)Correct remittance address (see Jan’s list) Invoice number 1415ANDERSONInvoice number 1415ANDERSONJULYJULY, etc., etc. Contract number Z15LIT0Contract number Z15LIT00101 Project number Project number 0101-500-4015-04-500-4015-04 Timesheets or Receipts required for claimsTimesheets or Receipts required for claims

TDOT Finance will NOT process the TDOT Finance will NOT process the payment without this information.payment without this information.

What 4 items have to be on What 4 items have to be on every invoice?every invoice?

1)1) Correct remittance addressCorrect remittance address

2)2) Invoice number 1415ANDERSONJULY, etc.Invoice number 1415ANDERSONJULY, etc.

3)3) Contract number Z15LIT001Contract number Z15LIT001

4)4) Project number 01-500-4015-04Project number 01-500-4015-04

I certify that promotional items purchased with funds from the Litter Grant display both an anti littering message and sponsorship by the Tennesse Department of Transportation,and that the above amounts are true and accurate to the best of my knowledge and belief.

Signature:_______________________ (REQ UIRED)

Title: __________________________

A responsible official must sign the invoice accuracy statement.

Schedule 1 - Must match time sheets

Salaries and BenefitsEmployees Title Per Rate Hr. Total Hrs. Benefits Amount

$0.00$0.00$0.00$0.00$0.00

TOTAL $0.00

These totals must match the signed time sheets.

Time sheets should distinguish between hours worked on the litter grant and other hours.

We only reimburse for hours worked on the litter grant.

The pay rate for litter grant work should be the same as the normal pay rate.

Schedule 2 - Must match receipts Direct Cost AmountVehicle & Trailer Purchase under $4,999.99 $0.00Vehicle Operational Cost, Repair, Service, Fuel, Oil, Tires $0.00Equipment/Rental $0.00Landfill $0.00Meals $0.00Supplies/Litter Pickup/Safety

$0.00TDOT Sponsored Training, Travel Training/Lodging $0.00 TOTAL $0.00

Each claim must be supported by a receipt.

If receipts have a mixture of items, circle those claimed on Schedule 2.

Write “Schedule 2” on the receipt and add any note necessary to explain the claim.

Schedule 3 - Must match time sheet for educator & receipts for costs

Education Per Rate Hr. Total Hrs. Benefits AmountEducation Coordinator Salary & Benefits $0.00Education Direct Costs AmountCommunication $0.00Instructional Supplies $0.00Meetings, Events $0.00Training $0.00Travel - Lodging $0.00TOTAL $0.00

Description

Schedule 1, 2 and 3 should match the invoice totals.

Schedule 3 should also match the Education Breakdown report.

Your contract tells you how many categories you should cover with education spending (Student, Public, Government, Media, Business).

If you spent money, but are not requesting reimbursement then make a note.

LITTER GRANT PROGRAMMONTH:DATE:COUNTY:Employee Time Sheet

Program/Funding Source Days 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16County Hours WorkedLitter Grant Hours Worked

Annual LeaveSick LeaveHoliday

Total Litter Grant Hours Worked

EMPLOYEE NAME:

Supervisor Signature________________________________________

Employee Signature_________________________________________

You are not required to use our time sheet. But, our time sheet is designed to satisfy TDOT Finance Auditors. This makes life easier for you and us.

Hours should not round. You may need to make the cell wider, if it is rounding.

Show those hours worked for the Litter Grant Program; that is what we reimburse.

The employee and the supervisor must sign the time sheet.

If you send me an email, I can provide the budget tracking sheet that we use for your county.

Reasons that the payment Reasons that the payment process may be delayedprocess may be delayed

Process Problem (s)Process Problem (s)1.1. Missing progress report and/or invoice for previous Missing progress report and/or invoice for previous

month. We must process in chronological order.month. We must process in chronological order.

2.2. Progress report is incomplete (e.g., missing road list, Progress report is incomplete (e.g., missing road list, pounds collected).pounds collected).

3.3. Education breakdown does not match Schedule 3 or Education breakdown does not match Schedule 3 or invoice amount.invoice amount.

4.4. Invoice claim not supported by time sheet or receipts.Invoice claim not supported by time sheet or receipts.

5.5. Numbers should not be exactly the same every month.Numbers should not be exactly the same every month.

6.6. Signatures missing on invoice or time sheet.Signatures missing on invoice or time sheet.

7.7. Amounts listed do not add correctly.Amounts listed do not add correctly.

8.8. Travel expenses do not meet state travel regulations.Travel expenses do not meet state travel regulations.

QuestionsQuestions