Create Your Veterinary Invoice Template for NPOs Easily and Efficiently

Veterinary invoice template for NPOs

[Music] all right there's the record button um so good morning everybody um welcome thanks for coming um i'm supposed to tell you first that we're recording this uh session and um just wanted to let you know that because we're required legally to do so um so we've had a busy week and i just wanted to give you guys a bunch of updates that are um there's just there's a lot happening so um from the uh especially from the state this week we've had like lots of we've kind of all been waiting for lots of things and many of them came this week so first thing i want to do is introduce rachel scholson rachel do you want to unmute and say hello so everybody can see you on the screen hello hi it's good to be here so rachel uh joined our team as the other fund coordinator so she and jesse will be doing kind of first uh first reviews of rffs and compliance checks on the front end as you submit them so i just wanted you to have a name to go to the face though many of you probably already know rachel so thank you rachel we're excited to have you thanks she's fantastic and we've worked together for many years doing all kinds of crazy things learning how to make things from the ground up so i have full confidence that rachel can figure this entire system out by monday okay so uh here are some of the the big points i wanted to bring up today um i'm going to give you kind of an update of what we've got from the state and have sent to you guys or will be coming to you today then um i want to give you some advice on submitting rffs and using the cam system which um will open for you guys in the next in the next little bit here um then i want to talk to you about a couple of like terms and conditions i want to be sure you've seen even if you you haven't read all of them i want to be sure you're aware of a few of them that kind of keep coming up um then i want to give you some resources for like webinars and stuff you can watch for how to use the cams system and i'm going to want janet one of our fund analysts to talk a little bit about um we we the we asked one of our recipients to be a guinea pig and do the first sort of test rff yesterday and um i want janet to talk a little bit about how that went and then at 9 30 megan creasy from north side neighborhood house is going to join us for those of you who don't typically make direct assistance payments to clients but need and need a system for managing that process and documenting it and substantiating it we sent last week to you a set of documents that she has shared with us thank you to the north side neighborhood house leadership team for doing that so that you've got a template for how they track it knowing that they receive state funds and so that that it's been a good system for them she's going to walk you guys through that uh through those documents through her system if you don't intend to do direct payments to or um direct assistance payments with clients you don't need to stay on once megan comes on or maggot's actually here hey megan just saw your little box on the screen um so you can drop off when we toss it over to megan but i want that resource to be here for those of you several of you have asked like how are we to document these things we haven't done it before so i think megan will be a good resource for you um so that's the plan okay so first we received updated terms and conditions on wednesday they were sent out to you guys wednesday evening please review them closely we we asked the state to provide some kind of summary or redline so that we wouldn't have to go read 100 pages again which uh took a long time and they did that so there's a you should have received both a set of terms and conditions and a short summary like a two-page short summary of the changes made to it um other than the changes they highlighted we're told the terms and conditions are the same my weekend project is to walk through them and just make sure nothing else changed that we're not aware of so those should be in your inbox somewhere if you didn't receive them please let us know we're happy to send a copy again to you the highlights from that equipment purchases are now eligible if they are otherwise eligible so there no longer is a section um disallowing equipment purchases um a competitive bidding process is still still technically required the language hasn't changed there but it also offers an option for not doing a competitive bidding process when it's not practical i use air quotes because um practical is not defined so i don't know what that means so i think if you want to purchase equipment and you don't want to do like competit competitive bidding process with rfps where contractors and vendors bid for your business um i think the safest thing to do is going to be to make sure that your expense is reasonable still by comparing some prices and sending us in your rfs something that says it's reasonable for us to have spent ten thousand dollars we checked you know amazon and best buy and walmart and this isn't you know an average good price from a vendor who had it available that kind of thing so um do know that your expenses still have to be reasonable even if um even if it's not practical for you to do a competitive bidding process so vehicle purchases are now eligible to be reimbursed if they're otherwise eligible so uh there was a specific prohibition against vehicles i don't know why it was taken out which is good news for several of you have been waiting on that payments to public utilities are now allowed on behalf of clients if they're otherwise eligible payments to public landlords are now allowed if they're otherwise eligible even if the utility or the landlord is part of a government entity note and this is kind of a big one um they reserve the right in the terms and conditions which all of you will have seen if you read the first version to change the terms and conditions at any time you know which i guess is to some extent good right like we've we've been making the argument to them that these this november 15th december 30th deadline is just not going to work and we've been working with our state and federal delegations to try to see if there's any way to get those deadlines made flexible that kind of thing um so i'm glad that they've left the flexibility on the terms and conditions in case we can get somebody at treasury to allow a change to be made that will be beneficial to you guys but that also means that in a week's time or two weeks time we might get another set of terms and conditions and every time you submit an rff you have to check a box saying you agree to the current terms and conditions so we're going to have to keep our eyes on them and we're going to have to keep um checking them and making sure when things changes that change that we're aware of them okay so those are the updates on the terms and conditions that came out this week and then um some some an update on the cams system so there's a little bit of confusion about what cans and rffs are and so i'm just gonna say that one more time at the risk of repeating myself so the cam system is the online system where you will submit a request for reimbursement through your grant it's the state of tennessee system that they developed with an outside consultant named horn foreign consulting in nashville so that system we're going to send you instructions after this call for how to log into that system and i'm going to give you some notes now on how to make that we hope a little bit easier we received yesterday a set of instructions and all of us you know made our logins and passwords and logged in to see what what we could learn and um make sure it worked and then we sent a guinea pig through and have learned a lot from it so let me i want to share some of that learning with you um and these are really in no particular order they're just sort of as they occurred to us things i felt like you needed to know since you won't have used it before so bear with me as it's kind of a jumble of information but but i wanted you to have all of it um the cam system we believe does not email you when anything new happens so if you submit an rff for 100 000 payroll and jesse reviews it and moves it forward to the financial analyst you have to go into cams and look at your dashboard to know that that happened it's not emailing you i don't think it's been designed to do that so i don't think that's even a change we could get made so probably on your calendar once you submit an rff put a note each morning to just go in and check and see where the status is if an rff needs more information or more documentation jesse's going to email you and say please send us you know please go into cams and upload this other piece of information that we don't have that we still need but it's not going to be automatic okay uh we've said this a couple times but please group your rfs together for like expenses reviewing each rff is incredibly time consuming we learned yesterday so we need you to group your expenses in order to keep this thing going as quickly as it can um the long and the short of it is that we have eight weeks essentially to distribute 24 million dollars in a brand new system that's never been tested before really so if you can take as many expenses as possible in like kind put them together on and put them through as an rff with the template we've given you that will speed it up a lot we think um janet do you want to speak to that a little bit or what you learned yesterday kind of you're muted yes i spent some time yesterday working on a payroll specific um rf and discovering that the original template that we sent you needs some adjustments so it's it's not going to be radically different but i will be sending out or it'll be coming from jesse actually there will be a a new payroll template coming out uh with information in a little bit different order um i will say just to back up on one thing that heather just mentioned about grouping things together for payroll i will say let's do one payroll per rff let's don't group multiple payrolls on the single rff because that's going to make it really confusing um so just be be on the lookout for that and as far as the other rff's i think ones that will group together really well are like if you've had multiple purchases of ppe or something like that yes do definitely put those in one rff but for payroll let's do a separate one for each payroll now you're muted heather yeah sorry so for um like each two week payroll period or each month long payroll period whatever it is let's do an individual rff for each of those yes okay poor janet walked through the very first rff yesterday and thanks to the people of the ymca for for being our guinea pigs we appreciate it um okay note also that while cams will be open today for you to get your login and password and go look around they're not turning the system on entirely for money to flow to you until everybody has a supplier id number so if you're still having trouble with the supplier id stuff please let jesse know she will get in touch with the state and see if we can move that forward i imagine that at some point that prohibition will be lifted i have no idea when that will be so it will be open today you can set up your login you can set up your password you can go in you can look around you can see what it looks like but we won't be able to distribute funds until the state feels good about having everybody's supplier id numbers okay um the narrative that accompanies your rff there's a you know you're gonna go in you're gonna submit your rff make several attachments uh supporting documentation and there's a box that allows you to put in additional information in narrative form um we don't need you to put in like grant proposal information or persuasive information about about what you're doing this is really money talk versus grant talk here which is a which is how rachel defined it yesterday i think that's a good way to think about it we don't need narrative beyond substantiation of your specific expenses attached in that rff um you got to tell us how your expenses are covered related there and you got to tell us um that they're reasonable and necessary so an example might be that they give in that webinar we're going to send you the links webinars again so you can look watch them if you haven't about how to use cams the webinar you know that the little box for additional information narrative in that example said you know four extra people doing housekeeping and cleaning at fifteen dollars an hour for four weeks during these dates to make our facilities safe for coding that's all it said so like a a two sentence thing that just explains uh why this rff is reasonable and related uh related to coding um so the rff templates that janet mentioned we've sent these out several times we'll send them out again today we've got a big email that will go out with instructions percent how to get into cans instructions for a thousand other things templates all that stuff we put everything back in an email to you guys today so you have it all in one place we really need you to use those templates we send out for different expenses so there's a payroll one there's a materials one there's you know we've talked about those four categories that we have to do the financial testing for we really need you to use them and to attach them as one of your uploaded pieces of substantiation the amount of time it takes our financial analysts to go through each one of these is it's a lot of time and so the the more you can use those and get them to us the the faster this process will move without them you know that the sort of eight week time frame for getting 24 million dollars out to you guys seems close to impossible so please please please we will send you the updated payroll one and the other three please please please fill them out and use them okay um if you haven't yet watched the webinar about how to use cans i mean i know we're all sick to death webinars but um it's really pretty useful like she does a video of her screen where she walks through and you know submits the expense and attaches the things that have to be attached checks the boxes that have to be checked submits it through and then shows you behind the scenes kind of where it goes from there it's really useful it only lasts about an hour we'll share that by email the third video there is the one that shows you how to submit when you get the email and i think that the discussion about how to submit into cam starts janet looked at it and she thinks it starts at about eight minutes and 15 seconds in if you want to skip through this step in the beginning um but please please watch those videos i think they're they're pretty useful i think we forced rachel to watch a bunch of them yesterday and so now she has a decent understanding of what's happening okay um a couple other things on cams real quick please know that more like a thousand agencies across tennessee are all going to be using this system for the very first time starting todayish and i don't know some of you may have dealt with brand new software brand new platforms before um if you haven't there are going to be bugs we found several yesterday that are you know hopefully fixable quickly but they're just going to be bugs if they're going to be problems please expect that and just just be patient like anything you see that um you think needs to be fixed or is a real problem please email us jesse we'll look at it we'll probably combine we'll combine those questions every every day and send them to the state as a batch so but it's going to be it's going to be a little weird in the beginning while we while we get it worked out um please also know that like we don't really have any control over cams anything you send us will pass along to the state so they can work with their consulting firm to update but it's the system we were given and so we want your feedback to get it to the state but we don't we aren't able to make any changes to it locally um one more time on this the terms and conditions every time you submit an rff through keems you have to agree to the current terms and conditions as they are um and if you if you haven't read them again please read them but the the compliance piece for federal financial assistance is not simple and you really do want to be having a conversation with your leadership team your board and your staff about how you're going to comply and whether you can comply with them we have to then certify that to the best of our knowledge you're in compliance with all those terms and conditions as well so i mean a couple of examples that i talked with the local lawyer about yesterday because i just wanted an outside opinion from from my own on how complicated some of these things are to to comply with so for example can you certify that your employment practices allow people of varying gender identities to be considered and hired as would be the case for people who are not members of that protected class i think there are probably some of you that may not be able to answer yes to that question so think about it talk with your leadership teams about it another example can you certify that you do not exclude from your services like being a student being a patient being a client being a recipient anyone because of their sexual orientation or because of their gender if you can answer if you can't answer a yes to those examples do you have an exemption there there are there are exemptions federally for them some of this stuff do you have them if you can't answer yes so i talked to you for about an hour yesterday with a fellow local lawyer who's got more knowledge on this this sort of constitutional stuff than i do and i i think the best advice is to make sure you focus on this make sure you get some legal advice make sure you get some accounting advice and and be sure you've had the conversation before you check the box i'm going to bring this up every week and i apologize for continuing continuing to bring it up but i don't have any way to know when i hit and personally certify that you meet all these criteria and you're compliant with all of them i don't really have any way to know i've got to rely on your attestation that that your organization does this so um make sure you understand that and make sure you work through it and keep good records about how you made those decisions the last thing there is you know you've got to keep detailed organized records for seven years if you take these funds can you do that and if you leave and two people follow behind you are they going to be able to complete a federal audit or a federal review um so to me it's not just that you have to have the records it's got to be able to keep them in a way that you can find what they ask you for if they audit or review you um and then proof of purchase and delivery this did not change in those terms and conditions so you can submit an rff through november 15th you can also submit an incomplete one if you haven't received things yet that you need but it has to be complete by december 30th and complete means including both proof of purchase and proof of delivery i hope that's clear um so if if like yesterday i ordered a new comforter because my dog chewed a hole in my comforter yesterday the company i ordered it from six weeks ago canceled it said we can't get it to you which is fine i can continue to use a comforter with a hole in it but now you know if if that had happened in this case if things get cancelled and you know you you can't get proof of delivery or proof of purchase by december 30th the expense is not going to be eligible to be reimbursed if they want to deliver it january 4th that's not going to be eligible to be delivered and if they won't let you out of the agreement to purchase the item those funds are going to have to come from somewhere else to pay for it so i hope that is clear too any questions on that let's take questions at the end but um we can talk through the terms and conditions at the end too um so after this call we're going to send you instructions on how to set up your cams access so you can submit rffs um one note there from our experience yesterday once we set up our login and got our password organized and all that we had to log out and then log back in in order to be able to see your dashboard and your information otherwise it just looked blank so once you get it set up log out and then log back in with the credentials you just set it up with um okay if you're having if you end up having like login trouble and i imagine some of you will please let us know and we have a we have a list we can look at see if we can help you and if we can't and we will notify the state so just send justin email and we'll we'll work through that um we're going to send you the webinars please use the templates okay so it's 9 27 and um megan i thought i would turn it over to you and then uh to talk about the direct client assistance stuff and then i thought i would take questions after you're finished so that you don't have to fit through all the questions if you don't want to sure um i don't believe this will take too long um so hi everybody my name is megan creasy i'm our chief stability officer here at northside neighborhood house our process for direct assistance has been perfected over decades so by no means is it perfect but it works for us um i know i stay in close contact with metropolitan ministries as well as the samaritan center and so uh they've also helped us perfect this um process we all tend to um have a lot of similar paperwork so um as heather stated some of these forms were sent out last week but um just to kind of review it and then so these are the nice clean versions and i'm going to actually show you what ends up on the bookkeeper's desk um first and foremost a client calls in makes an appointment with one of our case managers our case managers are the ones who vet the need and so we are presented with coven 19 documentation this has been going on since april pretty much anyone has something even if it's a positive test result that's resulted you know you're not able to work you're not getting paid your kids were tested positive whatever it may be we do vet what the situation is we want to see that documentation so that kind of checks that box of the need for financial assistance due to the public health crisis um and then we're presented with a bill or a lease um you know state in the amount that is um needed for the financial assistance this is just one of our blank direct assistance outstandings so one of the case managers would get a copy of this and start um working on the financial paperwork so here's an example of one filled out um so it has like our logo up at the top um right now we are doing everything over the phone uh with clients so it's kind of easier to get electronic copies so things look really nice and neat but we fill out the client name the service date what was the service depending on the utility the amount that the neighborhood house paid paid in pledge are two different words that we kind of they both mean the same thing but we flip them back and forth and then um proof of the bill that we're looking at so we always want to see the account number uh the customer's name obviously and service address and you know the amount of the need so my case managers do all of this um and every week i get to sift through these several times um so that's for a nice and neat electric one if we're working with someone for rental assistance um once again this form is kind of a mishmash of our own form as well as one from metropolitan ministries so always good to reach out to us if you have questions obviously day check paid two amount so that's a lot of landlord information on this form um you want to have your staff talking to landlords to make sure that they're going to accept payment uh for the financial need we've only ran into this one time um but a landlord did not accept our payment for the household because they wanted to continue on the eviction process for property damage um so you want to make sure that you're checking those boxes having that conversation with the landlord as well as the client and you always want to have two signatures um just always good to make sure that the address is correct this on the other before it lands to the bookkeeper for that i know i'm going fast so i'll try to check the chat in a second so once all that is handled by the case management team it's then goes over to my office manager who starts the process of these check request forms and so she will gather up all of these are outstandings with all this information on it puts it in a really nice and neat spreadsheet just like this this spreadsheet is identical to a spreadsheet that i pull from our database it's a cloud-based database called apricot um so these two reports should always match um and let me pull it here's kind of like the final it's not as pretty and clean but you kind of get the gist uh we blocked out um you know a lot of information but bills bill's bills here's a big um check request form and so like i said my office manager fills out um pledge date account number name on the account client's name and amount it will always and should always be reviewed triple checked by somebody um and then that somebody authorizes it and then it gets sent over to our bookkeeper who also gets to see all of this information look through it quadruple check it and then down here at the bottom [Music] sorry i thought it was on this one okay here it is um down here on the bottom is when the bookkeeper would start inputting the information in regards to the reimbursement and i believe we are using the materials form and so you can see it is a the narrative piece is entered for the utilities it's pretty much the same type of narrative narrative for each batch that we do we make sure that the total usage dates um are correct um and then we we do also receive united way funding for the restore hope fund so that's kind of something that we do on our end and taking that amount out and filling out that other information and then obviously uh here at the neighborhood house we always do uh two signatures on checks so that is um what heather was talking about with um presenting uh proof of payment for that bit so that's kind of how the utilities work um every monday we start compiling all of this these documents here triple checking getting those signatures making sure that all everything is perfect and then on tuesdays um everything goes to the bookkeeper for her to start that process so definitely give yourself some extra time it's not always going to get done in one day um for our rent requests it um a lot of these papers the rent check request form you always want to triple check what the staff has said and their notes and then obviously have that double signature on there as well um for the request and so that would go over to um the bookkeeper after you've checked it in a separate database that's what we do you don't have to do that as long as everything's correct um and then here is the reimbursement request form um so our name the narrative and then this goes into discussing landlord um this particular one was a an individual landlord um it was not a property management company um and information such as that and the dates and stuff and then proof of the check like i said two signatures on there as well i would suggest if you've not worked with the electric power board and their collections department um you need to get a hold of them pretty quickly um if we ever send one of these forms and something's incorrect such as we called in to a client's account and pledged an amount over the phone but we end up sending a check for a separate amount the collections line there the electric power board would be the ones to call back and say something's not correct we need you know x y and z and so then it doesn't happen often um but a relationship that you definitely want to cultivate the manager's name there is um sonia and i'd be happy to get you know your con her contact information over to you all if you do have any questions um for that um i do believe that the template is attached um the bookkeeper does our bookkeeper does a lot of um scanning um for proof and and yeah we just do the same form for mortgage and um rental assistance for mortgages you might have to also include the um mortgage statement um at the bottom of the client's documentation it's not a big deal just something else we put in the envelope any other questions for uh for me i know that was uh fast and uh furious megan do you if anybody has a question and i just want to um unmute i think it'll be easier for them just to ask rather than add it to the zoom to the chat because the chat's got general questions i think that that you don't have to wade through yeah so anybody have questions for megan okay well megan we really appreciate your um your help here i know you guys have have worked hard on this system over the years i've you know been here 15 years now and i've watched northside really blossom and figure out how to do complicated difficult things so i really really appreciate it um question oh yeah go ahead i was just looking over my notes so we don't typically do you know direct assistance and i'm just curious um because we have different clients calling with different specific amounts so you know we have if we have a client whose mortgage is you know nine hundred dollars like are you guys capping or kind of creating a general rule or with this or you just kind of meeting whatever the need is because the money's there and i just don't want to red flag anything if like for someone we paid two thousand dollars and for someone else we just bought an ipad um i don't know i'm kind of our our work the needs are really really different for different people yeah um so we do go pretty much case by case it really depends on the situation and what is going on what steps have been taken to improve the situation um from the beginning of the financial need for rent where we want to do what you know we want to take care of at least one full month but if someone's behind four months um you know we do have to look at the pots of money that we have available to us um and and what that looks like i will say um this week alone i think the lowest electric bill we've been presented with was six hundred dollars and the highest one was fifteen hundred dollars that's a lot of money and it's only been one week so um we're still working on our system we want to look at the months of usage um what's the average usage a lot of kids are in the household home all day long you're going to have higher usage things of that nature and then how can we empower the client to leverage um advocate for themselves with the electric power board because they're going to start shutting off accounts october 1st so everyone does need to be aware of that um october 1st the trucks are going to go out so looking at usage whole months whatever is going to give them the best shot of um you know having extensions and things like that put on i know that's very vague but um i'm lucky to have an awesome case management team where we are able to go case by case i think some of megan's best advice to is you know two signatures on everything have two three four people look at everything make sure your team agrees that you know the best way to keep this person in their home or to keep electricity in their home or whatever it might be is to do the path you've decided on i think that more than you know as a best practice more than one mind at the table making those decisions maybe two maybe three people with experience doing it is the best way to do that okay i have a quick question real quick uh this is over at metropolitan ministries are you submitting uh picture ids birth certificates and all that stuff with each rff that you're putting in for rent your that form looks pretty basic we're collecting a lot of information we might be over collecting um i'm not exactly sure so i would say becky for rff purposes we don't need people's uh licenses and birth certificates we in fact we don't want it i don't want you to upload that stuff to the state but um when you're over collecting it will make a later review or audit by a state or federal entity easier it'll make it easier for you to prove what you did and why you did it so for my for rff purposes here for these care funds we don't need you to upload individual like identifiable personal information like that um you know we'll probably we'll ask you you'll see the section that will ask you for a narrative to that effect okay and what about the landlord so i see that you're putting on the form all of the epbs but if it's different landlords would that be a separate rff per landlord yes janet why don't you speak to that are you muted yeah i'm unmuted now it doesn't necessarily need to be on separate rffs you can combine them that's not a problem so if you've got 10 different landlords you've made payments to take those 10 and put them on one rff for the appropriate category and submit those through that's fine yeah okay so then so then is the narrative about all of those households um because every every situation in every household is different how do you capture the narrative of each situation if you're great i'd probably just put one bullet point about each house you know this house had this happen that was related to kevin and this is why this expense is reasonable okay great thank you jump in this is alexa from cne um we had asked a couple of times about photo id um and thanks megan that was very helpful um i'm hearing from you just now heather that we do not need photo ids from our applicants is that correct what i'm telling you is that i don't want you to upload them to the rf to the cam system we don't we don't need effect we don't want personally identifiable information for your clients uploaded into the system we just don't need it what we need is a narrative from you telling us why you helped this particular group these particular people but we we don't need people's pictures of people's licenses now it might be useful for you to have that because these are federal funds and you may eventually have an audit so for you know sort of two different purposes here what what do we need to be able to approve the expense and send it to the state to eventually hopefully get it paid and what do you need to have as a set of documentation in case you're reviewed or audited by an entity those are probably two different standards okay um should we jump into the chat questions we've got kind of a set of them now um i'm just going to start back at the top rebecca i agree rachel does rock um okay so kristin is asking is there an equipment report due at the end of the funding cycle like ocjp which i think is criminal justice programs at the state level um i tried to respond i'm not sure if it came through there there's a set of reporting requirements outlined in the terms and conditions and it's a little bit like falling down a black hole but um in fact it is there so um if you if you want to look at the reporting requirements for these funds you'll see them in the in the terms and conditions um for intangibles such as website upgrades related to covet how do we document completion taking delivery so most of the time um you'll get a final invoice from a vendor who's doing something like that for you and um or you could ask for a note a letter an email from the vendor that says here's what we did we finished you took you know you took the website live on x date but for intangibles obviously you're not gonna have proof of delivery so i would i would just be creative with whatever you can get from the vendor um and then maybe you can add a bit in the narrative you know here was the process and then uh it went live on on x date that kind of thing make sure you tell us how it's coded related alexa has a question about for the conversations with the state do we have a timetable for unanswered questions no they don't tell us when they're going to answer them and they usually batch them and answer them but the last few he said and alexia yours is one of them uh they've had to go to their lawyers which makes me feel really good that we've found the hard things they haven't answered and um are now calling them on it so y'all are asking good questions we're asking good questions too they're the ones they don't know the answers to so they're asking what they call their compliance partners for answers to them i don't know i don't know about undocumented clients we haven't gotten answer back from them i think the original legislation envisioned these funds not being able to be used for undocumented clients but i haven't received any update on that um in terms of a state id i don't know what that means but if you're talking about a supplier id yes that we don't have a timetable for them either but we um can resubmit to the support uh email that they've given us if you're still having trouble with that send it jesse an email and we can um start that process again in case you got lost in the shuffle of you know thousands of these happening at once janet there's a question from dawn about templates do you want to take that one does it make sense to use multiple tabs within a worksheet when grouping like items for example for different items from the same vendor but grouping under but under the same grouping i'm not sure if i really follow um john do you want to unmute and and give us more information they're still here yeah i'm here so for example you know there are some technology purchases several different items but they're similarly grouped as technology vendor so but they each have different invoices so do you want a different tab for each item just in the same the same worksheet that would be fine okay yep okay from stratton the vast majority of the checks we are writing janet stay on for this one i think uh the vast majority of the checks we're writing are to independent contractors would you prefer we include those payments on the two-week payroll rff timeline or is it best to group those together regardless of how regular payroll is paid out uh so that's not really payroll right it's really not yeah independent calendar yeah the contract template yeah well either on the contract or the materials template the invoice template yeah so then rename it yeah so the materials invoice the materials template um is what the state was the nomenclature the state was using and we really think it should be called materials slash invoice and um that section so that might be a good place to put it too um but you know you don't have a preference no that's all all right required approvals the state okay from bob at wtci the state is not bound by this grant contract until it is signed and approved by the appropriate officials in ance with applicable tennessee laws does that relate to an acceptance on our part of the grant or something else will there be an acceptance letter or is our action of working through the cam system our indication of acceptance it's my understanding that um actually we saw it yesterday every time you submit an rff you check a box that says you agree to the current terms and conditions which is essentially accepting the grant contract so i i don't envision that they'll be sending you anything than they've already sent you um in terms of the award and um acceptance on it so um yeah so you submit a an rff you agree to the contract a lot and everything that's in the terms and conditions um all right from isaac if i need materials do those need to be approved prior to purchase or do i purchase them and then back them up in the narrative section of rff there is no prior approval process the um for equipment there was never envisioned a prior approval process for materials in the terms and conditions if you haven't read the terms and conditions please read them but there is not an approvals process for materials there before you buy anything you want to be as confident as you can be that it that that expense is covered related reasonable necessary all of those things that are in their terms and conditions but so that you can be as confident as possible that you're going to be reimbursed for them i think this is probably a good one to point out just because you submit an rff does not mean the estate is that the state is going to agree to pay it um so you want to be sure that yes the narrative section is a great place to explain why something is necessary how it's covered related why how it's reasonable but um please read all those terms and conditions make sure you understand because there's there has not been in any version that i've seen a pre-approval process for materials do you know if you have access to cams due to another grant will you need separate access for this grant another login and password or will both grants show up on your dashboard with one login and password jesse did we talk to somebody about that at some point i feel like we did i think cams is only used for this funding stream i think it's only used for the cares funding stream whether it's for non-profit the non-profit section or the small business section or the agricultural ones that kind of thing so i'm not sure what you'll find honestly when you get into cams for your entity but yeah i think janet's janice is right um that cams was specifically developed to distribute these cares funds and other cares fund streams all right from darien if we make one purchase of a set amount let's say 25 of transportation vouchers gift cards for emergency transportation services and not all vouchers are distributed by december 31st it's actually not december 31st during it's december 30th whoever wrote the law didn't didn't realize there was an extra day in december um can we still administer the service and be approved for reimbursement if we are still distributing these vouchers let me run through the timeline one more time and see if it answers your question all rfs even for those things that will happen after november 15th until december 30th have to be submitted by november 15th the state has warned us not to take pre-approved payroll for november 15 but it has said that other things that will happen between november 15th and december 30th can be uh submitted november 15th so if you were to do that for these um purchases and you had not distributed all of that by december 30th can we still be re approved for reimbursement jan how do you feel about that well it's kind of a back to the future thing there because if you if you have to have everything in by november 15th the intent is that all those need to be used by the end of the year or by december 30th and i think the reporting requirements you're probably gonna have to say that they were yeah so we we don't love it darien um you know i don't want you to buy something you're not going to get reimbursed for and i think that walks a pretty fine line um so i don't have any problem with you buying them and figuring out how to distribute them by the 30th but anything that goes beyond that makes us nervous all right from steve regarding the materials template should it be attached to each invoice packet invoice receiving document and check heather i think we talked about i think that's when i jumped in okay um i've heard that one all right is there a separate form for mortgage assistance you talked about that too we just use the form good okay all right jill back to the guidelines on page 11 of the guidelines it says that the deadline of delivery of goods and services by december 30th will not affect the ability of the recipient to use payments from the fund to cover the cost of such goods services if the delay is due to circumstances beyond their control has that changed they have not changed as the guidelines the terms and conditions as far as i know um but they the the way they talk about it um and the way the original legislation was written i don't feel good about anything happening after the 30th even if it was beyond your control in terms of you getting reimbursed and we've had lots of pretty specific conversations with the state about particularly technology um you know because the ipad like try to find an ipad these days or try to find hundred ipads for school these days and it's not an easy thing to do so janet do you want to speak to that too i i don't know that i have anything other to add than that i think we need to focus on this being everything being collected and distributed and delivered and delivered by december 30th i mean jill i'm not saying you can't make the argument to the state you could you can i'm saying it's risky and my feeling from them is that they are not interested in anything going beyond the 30th and at the end of the day we can recommend things to be paid by the state but the state decides when to push the button that gives you the money so i it depends on your risk tolerance i guess that's the probably the best answer there um megan megan did you answer that one about helping one client more than once it's like down further in the chat okay there you are okay and the service point question as well okay all right then just to verify a purchase if we make full payment by november 15th we can take delivery up until december 30th correct yes but it absolutely positively have to have proof of delivery by midnight on december 30th not december 31st um we are so from angel we are seeing more rental assistant needs okay so angel we are seeing more rental assistant needs than other needs than we put in our original budget can we adjust the funds in each category as long as we stay within the grant total so what the state has said there is that you know if the intent of the use of the funds changes we need to get a new a new budget from you and and see what you're going to do with with those funds but i you know i feel pretty comfortable with if you already had rental assistance in there and it turns out that like you also have food assistance and people need more rent than food i'm fine with you moving some of those funds over to rental to cover whatever is is truly the biggest need of your clients janet would you say anything else or disagree or agree i agree okay on payroll can you clarify that again please no pre-approved payroll i'm not sorry i hit the wrong button on payroll can you clarify again please no pre-approved payroll through 12 30 20. so can only submit payroll through 11 15 20. the state has said that they will sorry yeah if y'all aren't muted can you go ahead and meet there's some background noise that might be hard to hear thank you um so there's no so the state has said that they're happy to take pre-appreciate like not pre-approved but expenses that will occur between november 15 and 30th take those rfs by november the 15th and then have um final documentation for them uploaded to the system by the 30th so like if you've ordered it and it's going to come in december 10th then on december 11th you take the proof of delivery you scan it you upload it you put it in the system they'll then move it forward and and hopefully get it paid but they have said that they feel like it's very dangerous to do that with payroll and the example they gave was let's say you pre you get payroll pre-approved on on the 14th of november through to the end of the year and then two staff uh leave and they you know those those funds are or have already been expended and would you have to pay it out to the staff how would you do with those funds so they're asking that payroll not follow the same system as other kinds of more tangible expenses um the they have also said they're going to try to come up with some kind of system for y'all to use for the november 15th to december 30th payrolls we haven't seen that yet when we see it we'll send it to you guys okay jennifer if we submitted an adjusted budget upon receipt of our award should we be wait awaiting a new approval so no as you're submitting them we're like i'm reading them and i know janet and john um when he's back next week they're they're reading them too so like as you submit a new budget jesse forwards them to us we look through it unless anything feels feels not good to us you can assume that you can move forward with it okay so we're at 10 o'clock um but i'll i'm happy to keep answering questions if any of you need to go like that's that's totally fine too don't don't feel bad for um leaving okay uh from hillary i thought they just didn't want us prepaying payroll but we could submit anticipated payroll on november 15th and then provide actual documentation when it occurs no later than december 30th janet what do you think yeah that's right um wasn't so much pre-approval of payroll that was issued it was prepayment right that they could do yes and that's what you were talking about that they will provide a system so that by november 15th you can have everything in and then that was actually paid and then they were going to provide a new system or an adjustment to the system where you could come in later and put in october 30th okay yes tell me that's a good summary um okay how would one account for admin of grant expenses from 11 15 to 12 20. so they have asked that um you know each budget was allowed to include a 10 administrative expense for um for grant purposes and the last thing we heard about that from the state was that um best to hold those expenses towards the end and submit a one um the admin costs uh are you know towards the end after you've been mostly paid for for your expenses um i would imagine that if the those those expenses haven't been incurred and you suspect there will be more of them between the 15th and the 20th and the end of december you'd do the same kind of thing you would do with the payroll you'd submit an rff to hold the funds and then as those actual expenses get incurred you upload proof of them and submit the rff as complete once that happens janet do you think the same thing i do but let's take an opportunity to just remind everybody that you do have to document those expenses it's not just you've got a 10 cushion there that you can just get you do have to document that there were actual administrative expenses that you incurred yeah all right from angela we have someone who reached out to us who lives in nashville this is outside our typical service area within tennessee could we assist them i'm trying to think of if i saw anything in the terms and conditions [Music] disallowing you know some kind of service there there was something that said um that all of the services have to be provided in tennessee so you know if you ask that question about somebody in ringgold i'd say i wouldn't do that um but i can't think of any reason why you couldn't serve somebody in nashville under the terms of the grant now do you want to do that i don't know like that that's your call in terms of of what you want your service area to be but i don't janet can you think of any reason i don't know of any reason it would be a problem yeah so as long as they're in tennessee i think it's okay yeah i don't want georgians coming up and taking our money um what would administrative expenses be uh so any kind of overhead expenses expenses related to administering the grant really you know i would say time to prep the rfs to pull the data together counting helped to get it done legal help to get it done janna other ideas uh no all those things but again just be careful if you've you know you can't um double book someone's time if you've already put it through a payroll request for someone's full-time and then they also did administrative duties you can't you know do 110 percent of their time though most of us work give a hundred ten percent effort every day but we do that's true um i don't think you have to keep the time long because some of your many of your people will be salaried um but you know i think a time log is it's good but if you don't have one i think you could just use a report like a percentage of someone's time for the weeks that they were doing that work so like in my job i spent probably most of april figuring out how to handle coveted for our staff for our visitors for our members how we would close how we would reopen what our policies would be updating our website all that kind of stuff so you know i'm salaried so i might say that during that period of time it felt like 500 percent of my time was uh devoted to covet but you know i might say 100 during this four weeks i may say 50 during those four weeks but in your records you want to keep notes about how you arrived at the percentage um and so that if you're audited you have some kind of substantiation to show that that you weren't just picking a number out of the sky any other questions either unmuted or are in the chat anybody have anything else i'm sorry y'all look for um an email from us that's got sort of all the things we just promised to send you the updated templates the instructions for getting into cams the webinars to watch for how to use camps again a big plug the webinars are not the most riveting television you will ever watch but they are really really useful and um in the meantime if you have any questions or you need help or you want to talk those sorts of things please just email the main united way cares email and jesse will get back to you all right thank you guys