Special Litter Grant Invoicing Webinar December 14, 2018 Topics to - - PowerPoint PPT Presentation

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special litter grant invoicing webinar
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Special Litter Grant Invoicing Webinar December 14, 2018 Topics to - - PowerPoint PPT Presentation

Nov 27, 2023 226 likes •447 views

Special Litter Grant Invoicing Webinar December 14, 2018 Topics to Discuss: Invoicing Overview Cover & Performance Sheet Schedule Sheet Time Cards & Personnel Receipts & Purchases Site Visit Audit

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Special Litter Grant Invoicing Webinar

December 14, 2018

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Topics to Discuss:

  • Invoicing Overview
  • Cover & Performance Sheet
  • Schedule Sheet
  • Time Cards & Personnel
  • Receipts & Purchases
  • Site Visit
  • Audit
  • Resources
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Please submit quarterly invoices to Mike via email at michael.mcclanahan@tn.gov

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Send the invoice as 1 PDF document.

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Every invoice should include:

  • 1. Cover sheet
  • 2. Performance Report
  • 3. Schedule Sheet
  • 4. Employee time sheets
  • 5. Receipts or other documents
  • 6. Pictures, news stories, press, etc.
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Don’t forget any pictures, articles or hyperlinks to press coverage!

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Invoice tracking number Authorizing sign & date Calculate category totals

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What have you been up to?

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Itemize expenses in each schedule

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Every individual charging time against the grant must have a grant time sheet in the invoice.

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Auto-formulating Dual signatures

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Record any employee benefit costs under “Schedule 1: Salary & Benefits” on the schedule

  • sheet. No receipts or payment information is

needed up front.

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  • Submit a receipt for anything purchased. Show

a zero balance

  • Purchases need to take place during the invoice

period

  • Every item cannot exceed $4,999.99 and must

be listed in your application

  • Follow your organization’s purchasing policy
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  • Our staff will do an in-person visit w/each

grant recipient:

  • Review records
  • Discuss your program
  • See the team in action
  • Think about impacts & next steps
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Each grant will undergo a ‘desk audit’ after their grant period. Payroll records and invoices submitted to TDOT will be reviewed.

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Prior Special Litter Grant Findings:

  • Lack of supplemental documents
  • Unallowable costs (Outside of

contract scope)

  • Accuracy of employee

timesheets

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Make sure that the employee and grant time cards match, and that employee benefits expenses match those charged to the grant.

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Keep all paperwork for 3 fiscal years!

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  • All TDOT-Issued Special Litter Grant Resources

https://www.tn.gov/tdot/environmental- home/environmental-highway-beautification-

  • ffice.html
  • Keep Tennessee Beautiful

http://www.keeptnbeautiful.org/

  • Nobody Trashes Tennessee Logos & PSA

https://nobodytrashestennessee.com/

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Mike McClanahan Program Manager Michael.McClanahan@tn.gov (615) 741-0803 Denise Baker Program Supervisor Denise.Baker@tn.gov (615) 741-7015

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