In Service 13-14

1. In Service 13-14 Presented by: Finance Department Sheri Sparks, Kim Hall, and Colleen Davis

2. TOPICS • Expense Reimbursements • Procurement • In-kind • Inventory • Retirement

3. EXPENSE REIMBURSEMENTS TRAVEL MILEAGE

4. MILEAGE • Due on Friday at noon for that payroll ending date • Forms are on our website and ADP • ADP: Bottom right hand corner on Resource page • WCCA website: Forms

5. TRAVEL • Travel Request can be found on our Website and ADP • Per Diem can be found at www.gsa.gov

6. PROCUREMENT Petty Cash Purchase Orders Documentation to support purchase Vendors Davis Bacon

7. PETTY CASH • Uses • Applies when Standard Purchasing Procedures can’t be followed • Example: Small Emergency items needed in the classrooms • Forms to be filled out –can be found on our website • After completion turn into Debbie Sims for purchase order

8. PURCHASE ORDERS • Prepared in advance for all purchases and maintenance • Call Finance Department for Purchases over $5000. • Purchase Orders are prepared by Debbie and approved by Betty

9. SUPPORTING DOCUMENTATION • Bids and Quotations • Purchases in excess of $1500 • Three phone, written , or online source • Purchases in excess of $5000 • Three written bids • Executive Director must approve • Free and open competition- Ex. Times News, Website, etc. • Invoices submitted to be paid • Receipts -Original • Bills of lading, packing slips, etc.- Original • Sign and date (to show that you have received item(s)) • If a discrepancy, please make a note- • Example-Back Order, broken item-returned, missing item

10. VENDORS • Forms needed • W9 • License and Insurance • Contract if Applicable

11. Davis Bacon • History • Enacted in 1931 • Trigger is for jobs that are $2000 or more • Ensures vendors employee’s are being paid a prevailing wage • Requirements • Approved Vendor for WCCA and not the Federal non-approved vendors • Wage form completed and provided to us • W9, Licenses, Contracts and Insurance

12. IN-KIND • Federal Match 25% of the money that we receive • Need over 1 million for our match • All In-Kind must be documented • Match Can Be • Space • Volunteer Hours • Professional Services

13. IN-KIND • Allowable • Volunteer hours in classroom- Document like a time sheet • Professional Services • Home Based Activities-if within written plans for child • Time Spent by Policy Council Members • Space

14. IN-KIND • Unallowable • Parent Orientation • Home visits • Meetings & Activities Related to Goal setting • Parents having lunch with their child • Transition Meetings

15. INVENTORY Inventory included on the list: • Furniture • Electronic Equipment(computer, laptop, cd players) • Playground Equipment

16. INVENTORY Inventory not included: Consumable items: • Paper • Games and Toys • Smocks • Puzzles

17. RETIREMENT • Qualifying Employees receive 5% of gross contribution per payroll • Employees that contribute their own money will receive a matchof up to 2.5% • Vested after 3 years • All information can be accessed online www.prinicipal.com • Contact : Finance Department or Principal 1-800-547-7754

18. RETIREMENT A 2.5% employee contribution will double your retirement contribution

19. RETIREMENT • Qualifying employees can contribute money with their 1st check. • Contact for Information • www.principal.com • Finance Department • Local Advisors- Wells Fargo-Jim and John (available to help guide with your investment decisions) • 828-692-2526

20. Thank You, Gracias Finance Department Sheri Sparks, Kim Hall, and Colleen Davis