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Advance payment invoice format for Personnel

hello today's demonstration will show you how to use the cbo vaccine invoice and expense report package for advanced payments please keep in mind this video only applies to vaccine-related expenditures this package is used to request the initial advancement of up to fifty 150 dollars and to submit documentation once your organization has started spending money on vaccine events first will be we'll begin by discussing the advanced payment funding option to complete a request for advanced payment start by filling out tab one the for the funding request form which is the current tab we are on we will provide instructions to help guide you while filling out this tab which you can find by scrolling to the right where it says instructions for completing funding request form scroll back over the first step on this tab is to complete all the blue cells please enter your organization's name contract number and this period start date which is a drop down menu and please use these menus and the period end date which also is a drop down menu um the period start and end dates must be in the future when requesting an advanced payment if you need help finding your contract number you can find it in your signed oha vote vaccine contract where the form asks what would you like to do you will select request money before my vaccine event advanced payment you'll find a list of allowable expense types for example if your organization estimates and budgets eighteen thousand dollars towards staff time for the management coordination and planning of vaccine related events you would enter eighteen thousand dollars so here is staff time we're going to enter eighteen classic if you are planning on doing outreach and engagement a new budget for 10 000 you would find i'll reach materials and enter ten thousand you would repeat this process until all the blue cells are filled with the allowable expenses next to it if you need additional help or if something is not listed you can use the other description cell in row 35 which is right here other description and you would enter the amount here to determine if expenses are allowable please see the list of non-reimbursable expended expenses on page two of the instructions document on the website or feel free to reach out to your vaccine engagement coordinator before submitting this form be sure that the total at the bottom of the spreadsheet matches the total your organization would like to request after completing this step save the spreadsheet and send the entire file to the vote team by emailing it to ohacobid.fema at dhs oha.state dot oregon that's o r e g o n dot u s and your vaccine engagement coordinator this email address is also located on page one of the instructions document which you can find advanced payment spend down walkthrough to request advanced payments only tab 1 of the spreadsheet is needed however when submitting your advanced payment documentation all tabs need to be filled out where the form asks what would you like to do select submit documentation for my vaccine event advance payment spend on which is right here next please fill in the blue cells in the breakdown of vaccine expenditures section and tell us how you spent your advanced payment this process will be similar to how you initially filled out your request for advance payment however instead of entering estimated amounts please enter the actual amount listed on the receipt and invoices that your organization spent during the specified time period that you will be submitting this documentation is required by vote and is due within 15 days after the reporting period ends for example if the period end date is 12 31 2021 so december 31st 2021 the due date is going to be 1 15 20 22 or january 15 of 2022 we like to share this information upfront to encourage our partners to keep detailed notes and receipts to make the process easier in the future we're going to move on to tab two the invoice summary to complete tab 2 start by filling in the blue cells you'll enter your invoice number this should be a unique number that separates different invoices from your organization you'll then add your oha vote agreement number the date you are submitting the request your organization name address the name of the primary contact their phone number and email address and your organization's tax id and ein number so i will enter so here i've added a an example of where you would enter the organization name the address the city the state and the zip code a telephone number there's an additional spot to add a separate number and an email address because this is an example i do not have a tax id or an ein number you should then enter the detailed description of the event or events that your organization held in the description cell for example community vaccine event in april and may of 2022. so right here we are going to enter community vaccine event may oops excuse me april and may 2022 we are going to move on to tab 3a to complete tab 3a labor documentation we provided instructions to help guide you through the process of completing this tab which you can find by scrolling to the right and see where it says instructions for completing labor documentation and as we can see they're right here on the screen start with step one by answering the question do you have a payroll time keeping system there is a drop down menu where you should select yes or no so here is the question and we will select yes or no if you select yes in step one [Music] move on to step two if you select no move on to tab 3b so for this we are going to select no so we will move on to tab 3 b for step 2 if you answer yes and you move on to step two if you have a time keeping system enter the name of the payroll output file you are attaching this documentation if you do not have a time keeping system we have created tab 3b for you to report the staff time so again we are going to select no for this demonstration and go to tab 3b at the top of this tab we've included a few examples and if you scroll down you will see we've provided instructions for completing expense documentation so here are a few of our examples and if we scroll down farther we will find the instructions and we can move this box as needed let's scroll back up to the top to help guide you while completing this form please note this tab is only for employee hours not volunteer hours start by entering the name title and employee status for each employee employee status means whether each employee is full-time part-time or a temporary employee for our demonstration today amelie will be working part-time outreach education coordinator so we will enter that here emily she does outreach and and nico also works at this organization and he is a full-time book excuse me emily was part-time and nico is full-time and he is the executive director there is a cell for each new date from the contract start date of 12 1 2020 up until the new contract ends of 12 31 of 2022 for this demonstration today we are going to enter information for the may and april vaccine events which are on our screen currently so as a part-time employee amelie has worked in regular so reg we'll say she worked eight hours on the 20th she worked six hours on the 23rd of april and four hours on the 28th nico in the regular time for full-time worked eight hours every day from the 20th to the 24th in april then in may we will say that amelie has worked on the third for six hours the 9th for 4 hours and on the 11th for 2 hours and nico has worked eight hours for these five days from the second or excuse me the third of may to the 7th of may and then we will scroll over pass june to this section here entering each employee's time scroll all the way to the right as we did and enter the hourly rate for each employee for our demonstration purposes we are going to say that amelie makes thirty dollars an hour and nico makes forty five dollars an hour and as you can see when i entered in their rates the math a formula has been calculated and has done the math for us to make it as simple as possible if you need additional help with this section please know our team is always available and happy to assist you if you would like some help with this we are going to move to tab 4 expense documentation please use the information directly from receipts and invoices as you enter your documentation in the package we've included a few examples at the top of this tab and if you scroll to the right you will see the provided instructions for completing expense documentation which you can kind of see right here let's scroll to the right here they are okay to start use the drop down menu under reimbursable expenses to select the allowable expense category your expense is most closely associated with so as you can see here are some examples and here's the drop down menu these correlate with the very first tab we filled out in the funding expense report so we have outreach materials there's um and different things related to that so next you will need to enter the invoice date store or company name so invoice date store company name if applicable the invoice number and a detailed reason that you made this purchase along with the exact amount from the invoice or receipt for our demonstration today we will use examples from made-up receipts and invoices so let's say our events as invoices for a mariachi band a taco truck gift cards for volunteers an amazon receipt for walkie-talkie radios two different receipts for outreach materials and some supplies for the event to help entertain kids after they get their booster you will need to complete all these fields for each of your vaccine related expenditures so we have outreach materials and we will say that we purchased from our receipt on 423 we went to fedex there is no invoice number and we printed flyers to hang around and this was 475.36 then we had two outreach materials so we'll categorize things together and for this outreach material we picked these up and did this errand on the first of may here we bought something from [Music] some photos from shutterfly the invoice number was kj 103 and printed photos or at event and we will say this was 36. and 22 cents now we have gift cards so there isn't a category here so we will scroll down to find other and we bought these gift cards for volunteer appreciation on may 12th 2022 we got them from safeway there was no invoice it was just a receipt and they were for gift cards and we gave them fifty dollars each and there were six volunteers so that's three hundred dollars next we have a mariachi band so we go back to our drop down menu we scroll down to and they are called m band their invoice number was five five five one two one two m b and they were entertainment during the event and they were 275. lastly we had a taco truck and there on the 12th of may again her name was taco trump their invoice number was and our details were a taco truck during the event to provide hot food for participants and it was 600 for them to be there for the day to help speed up the review process and ultimately decrease your wait time for payment processing we ask that you organize your expenses in reimbursement expenses column by the expense category so just like how we did right here our outreach materials are together and our supplies and equipment are together when submitting documentation please attach pdf copies or pictures of all receipts please organize your receipts by allowable expense category and submit one pdf for each separate allowable activity so four outreach materials include make sure all are included in the same pdf file with each receipt or invoice as a separate page within the file we are now going to move on to tab 4.5 the mileage tab this tab was created to help calculate the reimbursable amount for mileage if you scroll to the right you will see we provided some instructions to help you complete this form so they're right here to complete this tab please include the employee's name date of travel total miles traveled mileage rate and a description explaining what the travel was for and how it relates to the vaccine event for each line item so for example amelie and nico who are employees from our labor documentation will be part of this example so emily emily did some traveling um was this travel before the new insurance policy came into place and yes because we are doing documentation for april and may so we go to the drop down menu and we select prior we enter the date for this travel so on april 16th of 2022 only traveled 16 miles and the gsa rate is in this black box right here so because it was in april january to june of 2022 we would enter 0.5 here so 0.585 and drove car to pick up outreach material and as you can see formula has calculated the total right here let's enter another example this time pinko has traveled we are going to say no this travel um he is an employee and for a different example if you are documenting after the 7-1 date so the july 1st of 2022 you would select yes he is an employee because your cbo insurance has an organizational insurance plan we will document that travel was done on 7-3 of this year that nico traveled 45 miles and we look over here and from july until december you will enter two 0.625 so point six two five and travel to and returned and as you can see the calculation has done now please keep in mind this is just an example if your invoice is only for the months of april and may you would not enter in this travel this is purely for an example lastly we are going to move on to tab 5. the certification to complete tab 5 you must include the date the invoice or package was completed the name of the person who prepared this report and a virtual signature of the authorized agent at your organization filling in these cells certifies the information in your package is accurate if you have any more questions while completing this invoice an expense report package please reach out to your vaccine engagement coordinator or email thevote fiscal team at ohakovid.fema dhsoha.state.oregon.us this email address as stated earlier is also located on page one of the instruction materials you