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Documentation

All expenditures listed on the reimbursement claim must be supported by appropriate documentation maintained at the district level. The following documentation should be maintained on site, and available for review upon request.

  1. Salaries—Districts should maintain general ledger/payroll reports as documentation for staff salaries. A copy of the contracts for employees on a monthly salary should be on file. Claims for salaries for certificated personnel who elect to receive their salaries on a 12-month basis should be divided into ten equal reimbursements and submitted on a monthly basis. If this is not possible, your June claim should include the months of July and August.

  2. Multifunded Staff—Since some certificated and classified positions are multifunded, it will be necessary to keep the following information on file for staff in this category:

    1. A schedule for teachers or aides, showing the time spent in Migrant Education Program activities.

    2. With the schedule, a list of names and COESTAR numbers for migrant students served by multifunded staff should be maintained.

    3. Copies of sign-in sheets should verify the attendance of the teacher or aide at Migrant Education Program inservices held in your district.

    4. The Region 1 office should be notified of any multifunded staff being charged to the program, and the activities they perform. This information should be documented on Page 4 of the District Service Agreement, and names should subsequently be submitted to identify the staff performing the various multifunded functions within the program.

  3. Work Study—Documentation for student work study must include a time sheet or card containing the name of the work study student, name of employer, type and location of employment, days, dates, time, hours worked, signature of the student confirming all information on the time card, the signature of work site supervisor, and the date.

  4. Employee Benefits—As documentation for these benefits, maintain a copy of the general ledger/payroll reports, and indicate those charges which are applicable to the Migrant Education Program staff identified in line items 11XX through 29XX.

  5. Supplies—Supplies documentation requires a copy of the invoice. Supplies purchased under this category must be supplementary only. Adequate documentation to support such claims should be on file.

  6. Snacks—Prior approval of moneys for snacks must be received from the regional office. Appropriate documentation could include invoices and or records of interfund transfers. The link to the program activities should be clearly established.

  7. Mileage—Mileage claims submitted by migrant funded personnel in your district should show the number of miles traveled per trip and description of the nature of the trip. The claim should be approved by an appropriate supervisor. If staff is on a monthly mileage allowance, maintain a copy of the authorization.

  8. Utilities—The regional office reimburses districts on a monthly basis for the cost of telephones used by the Migrant Education Program staff, provided that such detail was built into the budget as approved. The original phone bill in its entire detail must be available and on file to support such charges. This office will not reimburse districts for telephone calls unrelated to the migrant program, or calls that are the responsibility of the district.

  9. Rents, Leases, and Repairs—Some districts have computers and/or typewriters assigned to their Migrant Education Programs. Since this equipment is being used only by Migrant Education staff, reimbursement for repairs by an outside vendor may be requested if such moneys have been approved in the District Service Agreement. As documentation of such an expenditure, please maintain a vendor invoice that contains the description, serial number, amount, and the signature of the appropriate supervisor.

  10. Baby-sitting and Refreshments—Claims requesting reimbursement for baby-sitting services for parent activities should be documented with an invoice or timesheet from the provider. Claims for refreshments must be accompanied by appropriate documentation.

  11. Personal Services—For instructional and non-instructional personal services, maintain an invoice or contract which details the description and date(s) of services, signature of vendor, signature of approval by authorized district representative, and amount.

  12. Pupil Transportation—Transportation requests should show the date, destination, total miles traveled, and rate per mile. The rate per mile must be based on the district's previous school year's Form J-141—Annual Report of Pupil Transportation Expense. To be reimbursed for field trips, a field trip plan must be completed and receive prior written approval.

  13. Duplicating—Documentation for duplicating must show the nature of the job, the date, and the cost.

All reimbursement claims for the 2004-2005 regular school programs must be received in the regional office by June 30, 2005.

These instructions have been formulated to facilitate the completion of the monthly district reimbursement claim. If you have any questions, contact Val Felipe, Regional Accountant, at (408) 453-6569.

Revised November 2004

Fiscal Component