Welcome

1. Welcome Safe Routes to School Reporting and Invoicing Guidelines

2. Presentation Objectives Explain the responsibilities of Fiduciary, Principal, and Program Coordinator Explain how to expedite your contract Explain guidelines for reporting expenditures

3. Responsibilities of Fiduciary Financial aspects Spending procedures and payment schedules Spend according to the contract Pay approved expenses, and pay the SR2S coordinator

4. Responsibilities of Fiduciary Keeping the receipts Communicate reporting Submit reports, invoices, and receipts (MFF) Receive reimbursement

5. Responsibilities of Fiduciary Champion SR2S activities and projects Work with team to solved problems

6. Responsibilities of the Principal Champion SR2S and facilitate involvement Spent on (only) activities and projects awarded Approve all awarded SR2S in-school activities in a timely manner

7. Responsibilities of the Principal SR2S information and materials, including end-of-grant parent and student surveys Provide permission to engage students in activities, including leadership roles when possible Work with the team to solve problems

8. Responsibilities of the Program Coordinator Plan and implement approved SR2S activities stated in the award Obtain skills and knowledge to implement activities effectively Obtain permission from Principal to schedule and conduct the approved activities

9. Responsibilities of the Program Coordinator Learn and follow fiduciary’s rules for the purchase of approved items Keep all receipts and give those to the fiduciary Learn and follow your fiduciaries rules for payment of the program coordinator hours

10. Responsibilities of the Program Coordinator Complete and submit all reports required by the fiduciary Cooperate on assessment and evaluation activities Work with the principal and fiduciary to solve problems if they arise

11. Frequently Asked Questions When can I start spending money? As soon as the contract is complete How much time will I have to spend? All contracts end June 30, 2011 Complete activities by 2010-2011 school year

12. Frequently Asked Questions What is the Award Summary? The document that came from MFF in the letter announcing your award When will the contracts be ready? It will be different for every school It depends on when the fiduciary gives the Award Summary back to MFF

13. How to Expedite Your Contract Award Summary Budget descriptions may have been changed to be approved The fiduciary and principal must agree on it Fiduciary may ask for changes between budget line items—changes must be approved by MFF Difficult for approval not already in budget Only the fiduciary can make requests to change the Award Summary

14. Award Summary Require post-test based surveys and in-class tallies for completion by parents and students. Final payment when surveys received. Post-test results will be provided by MSU.

15. Additional Things to Know Save original receipts and documentation through 2015 or until MDOT’s final audit is complete Only items identified in award summary may be requested for reimbursement

16. Additional Things to Know Reimbursement takes 90 days from receipt of a complete Reporting/Invoicing Packet to MFF MFF reviews for accuracy, and will notify upon needing additional information Incomplete submissions will not be paid until corrected. If corrections are not made, payment will not be made

17. Reporting Packets Include Progress Report Invoice Personnel Expense Detail Non-personnel Expense Detail Meeting Summary Form Travel Summary Form Copies of all receipts for non-personnel expenses Final Reporting/Invoicing Packet must include a Final Progress Summary

18. Reporting on Your Progress In order to receive financial reimbursement, you must report your progress The fiduciary is responsible for turning in the progress reports. The coordinator and principal should be involved in progress reporting Fiduciaries have a particular form they must use. They may have the principal/coordinator use the same form.

19. Progress Report Safe Routes to School Non-infrastructure Progress Report School Name: Fiduciary Name (If not the School): Date: Reporting Period: Web Site - saferoutesmichigan.org – Resources – Award Recipient Reporting Materials

32. Encouragement Items Encouragement Items to Incorporate into your larger message • Inexpensive backpacks, string bags • (reflective or bright colors) • Reflective crossing guard/safety • patrol vests • Certificates • Books with walk and/or bicycle to • school safety messages • Winter hats, gloves, mittens • Umbrellas • Wool socks • Tokens used in tracking • Reflective/flashing zipper pulls • Pedometers and step counters • Reflective/flashing backpack tags • Rain coats and ponchos • Reflective tape/stickers • Pens and pencils • Reflective/flashing bicycle license plates and lights • Whistles • Healthy snacks • Flashlights

33. Ineligible Encouragement Items

34. Resources MDCH SRTS Handout www.michigan.gov/documents/mdch/SRTS_SMART_Students_Handout_2_232465_7.pdf Michigan Safe Routes to School www.saferoutesmichigan.org SRTS National Partnership www.saferoutespartnership.org National Center for SRTS www.saferoutesinfo.org Federal STTs http://fafety.fhwa.dot.gov/saferoutes/

35. SR2S MFF Contacts

36. MDOT Regions Superior and University – Rosie Stern North and Metro – Linda Patrick Grand and Bay - Alex Nikoloff Southwest – April Morrison-Harke

37. Questions? Thank you!