Safe Routes to School

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 fiduciarys 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
  itemschanges 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 MDOTs 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

•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  
•  

Activity Description from Award Summary Cumulative of Activity Completed Number of Participants Accomplishments, Challenges, and Solutions
This is what is listed on your Award Summary Under non-infrastructure Budget Item. Each activity in a separate row. These activities and projects will stay the same in all the progress reports through the year. Total Percent Completed Total number involved in accomplish-ment of activity Activities completed. Critical that activities being reported coincide with the expenditures in the accompanying Invoice, Personnel Expense Detail, and Non-personnel Expense Detail

Web Site - saferoutesmichigan.org Resources
Award Recipient Reporting Materials
20
(No Transcript)
21
(No Transcript)
22
SR2S Non-Personnel Expense Detail
23
SR2S Non-Personnel Expense Detail (Sample)
24
(No Transcript)
25
(No Transcript)
26
(No Transcript)
27
(No Transcript)
28
(No Transcript)
29
(No Transcript)
30
(No Transcript)
31
Safe Routes to School Noninfrastructure Invoice (Sample)
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
Video production At-school walking clubs (during school) In-school physical education activities Nutrition education activities Stray animal removal and vaccination programs Gang violence prevention programs Anti-bullying curriculum Graffiti removal, Clean-up or beautification programs Abandoned building demolition Newsletters and flyers with information from SR2S, T-shirts Gift cards Adult or student raffle items to reward meeting attendance Handbooks and manuals (From MFF) Full meals Crossing guard salaries Powered snow removal equipment Security cameras Salaries or stipends for positions currently funded from another source Salaries or stipends for multi-year positions Equipment rarely must be returned to MDOT Candy, soda, junk food, or unhealthy fast foods
34
Resources

• MDCH SRTS Handout
• www.michigan.gov/documents/mdch/SRTS_SMART_Student
  s_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!