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All About ExCEL

2014-2015

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Welcome to ExCEL

ExCEL has put this PowerPoint together as an introduction to the new or revised information

that is being implemented for the 2014-2015 school year.

Not all of the ExCEL program requirements are highlighted in this document and we highly encourage everyone to

please refer to the

ExCEL Program Manualhttp://

www.healthiersf.org/ExCELafterschool/Resources/n-programManual.php

and/or contact your assigned Excel staff person with questions.

Thank you and have a great year

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Table of Contents

Theory of Action

New or Revised ExCEL Forms

Injury Report

Incident Report

Educational Excursion

Subcontractor

SFUSD Purchasing Funds Processing

SFUSD Purchasing Funds Request from

CBO Expenditure Approval form for Allowable

Expenses

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NEW SFUSD Payroll Forms

Extended Calendar Request (ECR) for Certificated Staff

Extended Calendar Request (ECR) for Classified Staff

Classified Request for Over Time (OT)

Certificated & Classified Amendment Request

Academic Partnership Framework

Academic Liaison

ExCEL Lesson Plan

ExCEL Lesson Plan Template

Table of Contents

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Restorative Practices

What’s Happening in Restorative Practices

Restorative Practices Cohorts

Restorative Practices Cohorts Calendar

Physical Activity Cohort

What’s the PA Cohort

PA High School Cohort Schedule

PA Middle School Cohort Schedule

Table of Contents

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SFUSD Instructional Aide (IA)

SFUSD IA Requirements

IA on EMS

IA Calendar

SFUSD Contracts

ExCEL Invoices

Allowable Expenses

Invoice Dos

Invoice Don’ts

Table of Contents

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What’s NEW

atExCEL

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Theory of Action San Francisco ExCEL AfterSchool Programs

Regular Participation

Program Attendance

In High Quality Programs

Safe

Supportive

Engaging

Diverse, accessible, inclusive

School-day aligned

Skill Building

Physically Active

Has Direct Benefits for Youth

Improved safety

New skills and experiences

Strong relationships with peers and adults

Improved academic behaviors

School engagement

Contributes to Other Positive Outcomes

English fluency

Academic performance

Higher test scores

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The ExCEL Injury Reportform is available online.

Link:http://www.healthiersf.org/ExCELafterschool/Resources/documents/InjuryReportRevised.pdf

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The ExCEL Incident Reportform is available online.

Link:http://www.healthiersf.org/ExCEL

afterschool/Resources/documents/

IncidentReportRevised.pdf

Incident Report [CBO Name] School Location of Incident Date of Incident Time of Incident Names of Persons Involved:

Victim(s) & Ethnicity Assailant(s) & Ethnicity Witness(es) & Ethnicity V1 | A1 | W1 | V2 | A2 | W2 | V3 | A3 | W3 | V4 | A4 | W4 |

CHECK ONE FROM THE FOLLOWING LIST:

Alcohol/drug possession Battery Hate Violence Sexual Harassment Tobacco use/possession Alcohol/drug use Burglary Property Damage Theft Weapon possession Arson Defiance/Disruption Robbery/Extortion Threats/Intimidation Assault w/deadly weapon Graffiti Sex offense Other read below

Describe Circumstances of Incident Describe the Action Taken 1. Were any of the students suspended from the Program? ___Yes ___No If yes, name of student(s):

_____________________________ Number of days_______ Effective date:_____________ _____________________________ Number of days_______ Effective date:_____________ _____________________________ Number of days_______ Effective date:_____________

2. Were any of the students expelled from the Program? ___Yes ___No If yes, name of the student(s):

___________________________________ Effective date:___________________ ___________________________________ Effective date:___________________ ___________________________________ Effective date:___________________

Administrator Notified (name/title) Date/Time Caregiver notified Yes Prior to calling SFPD? No Telephone Name Name/Title of Person Making Contact If the caregiver was NOT contacted, explain Police called No By whom (name/title) SFPD Officer’s Name Star # SFPD Report # Names of persons present during police interview of student(s) SFUSD Student Injury Report Completed No Attach if “Yes” Name/Signature of CBO Adminstrator Reviewer Title/Position Date/Time 1. HAVE FORM SIGNED BY SFUSD ADMINISTRATOR/PRINCIPAL Name/Signature of SFUSD Administrator Reviewing Report Title/Position Date/Time 2. FAX COPY TO CBO OFFICE. 3. SEND 1 COPY TO YOUR ExCEL DISTRICT COORDINATOR BY THE CLOSE OF BUSINESS ON DATE OF INCIDENT.

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The Educational Excursion form is available online.

Link:http://www.healthiersf.org/

ExCELafterschool/Resources/documents/Expenditure

approvalformforEducationalExcursions_003.pdf

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The Subcontractorsform is available online.

http://www.healthiersf.org/ExCELafterschool/Resources/

documents/ExpenditureVerificationFormfor

Subcontractors_000.pdf

June 2014

Only submit if the subcontractor is not included in your executed contract

School Site: _________________________________________ CBO: ___________________________________________________ Contact Number: ____________________________________ Fax Number: __________________________________________ Site Coordinator: _____________________________________ Email:__________________________________________________ Grant Type (Please circle): ASSET ASES Base ASES Supplemental 21st Century Base 21st Century Supplemental Family Literacy Before School Grant Direct Access

ExCEL After School Programs

CBO EXPENDITURE VERIFICATION FORM FOR SUBCONTRACTORS

Subcontractor approval requests must be submitted at least two weeks PRIOR to the subcontractor providing services to the students. All required documentation should be on file PRIOR to submitting an approval request. Subcontractor:_____________________________________ Address:___________________________________________________________ Phone Number:_____________________________________ Email:_____________________________________________________________ Brief description of services: Please verify that you have all of information below on file for the subcontractor listed above :

Documentation Initials Subcontractor Agreement (MOU)

LiveScan and TB Information documentation for each adult providing direct services to SFUSD students

Proof of Insurance Per the SFUSD After Schools Program

Instructional Aid (IA) requirement verification - Letter stating that all sub contracted staff meet the SFUSD IA requirement

Administrator Verifying Documentation:

______________________________________ __________________________________ _________________________________________

Name Title Signature

FOR ExCEL USE ONLY

ExCEL Assigned Staff: ____________________________________ ExCEL Approval Signature: _____________________________________ ______________________ Date

20 Cook Street San Francisco, CA 94118 Tel 415-750-4500 Fax 415-750-8653 4

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The SFUSD Purchasing Funds Process form is available

online.

Link:http://www.healthiersf.org/ExCELafterschool/Resources/documents/SFUSDFundsPurchasingProcess.pdf

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The Principal Expenditure Request form is available online.

Link:http://www.healthiersf.org/ExCEL

afterschool/Resources/documents/ExpenditureRequestForm-Principal

_001.pdf

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Submit to ExCEL for approval before purchasing the item.

Include rationale and all required attachments before submitting to your assigned ExCEL staff.

Include APPROVED CBO

Expenditure Approval Form for Allowable Expenses in invoice along with the receipt of the item.

CBO Expenditure Approval Form for Allowable Expenses

Link:http://www.healthiersf.org/ExCELafterschool/Resources/documents/Expenditureapprovalformforallowableexpenses-Aug1st2012_000.pdf

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SFUSD PAYROLL FORMS

Can be found on the ExCEL website under Forms-District Staff

http://www.healthiersf.org/ExCELafterschool/Resources/n-forms.php

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Payroll Extended Calendar Request (ECR)for Certificated Staff

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Payroll Extended Calendar Request (ECR) for Classified Staff

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Payroll Overtime Classified Form

School Name: Requested By: Requested Date: SACS Code:

SAN FRANCISCO UNIFIED SCHOOL DISTRICT ExCEL After School Programs

CLASSIFIED REQUEST for Over Time (OT)

*Classified Staff CANNOT work until you receive Extended Calendar Approval Number*

Please submit 4 weeks PRIOR to beginning work in afterschool

Current available ExCEL funds in object code(s) being requested: $____________

Principal Name: ________________________________ Principal’s Signature: _______________________________ Date: _____________ Employee Name: ________________________________ Employee Signature: _______________________________ Date: _____________

Employee Name: ________________________________ Employee Signature: _______________________________ Date: _____________

Employee Name: ________________________________ Employee Signature: _______________________________ Date: _____________

EMPLOYEES NAME: _______________________________

EMPLOYEES ID #: _____________ SFUSD HOURS WORKED /WK:_________ EMPLOYEE EMAIL:

_______________________________________

2103 All PARA’s and Instructional Aides: S10, A03, A04, N10, T-10’s

2903 All Parent Liaisons and R10, R20, R80

AFTER SCHOOL JOB DESCRIPTION:

OT HOURLY RATE: $______________ TOTAL PAY: $_______

TOTAL BENEFITS: $______

START & END DATE: ______ TO ______ TOTAL HOURS:_____

EMPLOYEES NAME: _______________________________

EMPLOYEES ID #: _____________ SFUSD HOURS WORKED /WK:_________ EMPLOYEE EMAIL:

_______________________________________

2103 All PARA’s and Instructional Aides: S10, A03, A04, N10, T-10’s

2903 All Parent Liaisons and R10, R20, R80

AFTER SCHOOL JOB DESCRIPTION:

OT HOURLY RATE: $______________ TOTAL PAY: $_______

TOTAL BENEFITS: $______

START & END DATE: ______ TO ______ TOTAL HOURS:_____

EMPLOYEES NAME: _______________________________

EMPLOYEES ID #: _____________ SFUSD HOURS WORKED /WK:_________ EMPLOYEE EMAIL:

_______________________________________

2103 All PARA’s and Instructional Aides: S10, A03, A04, N10, T-10’s

2903 All Parent Liaisons and R10, R20, R80

AFTER SCHOOL JOB DESCRIPTION:

OT HOURLY RATE: $______________ TOTAL PAY: $_______

TOTAL BENEFITS: $______

START & END DATE: ______ TO ______ TOTAL HOURS:_____

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Payroll Certificated & Classified Amendment Request

ExCEL After School Programs AMENDMENT REQUEST TO INCREASE/DECREASE HOURS

*Allow 10 business days for approval*

TEACHER NAME

EMPLOYEE

ID #

TOTAL

APPROVED

HOURS

PAY RATE

APPROVED TOTAL PAY

# OF HOURS ☐ INCREASE ☐ DECREASE

HOURLY

RATE NEW

TOTAL PAY

☐ Certificated ☐ Classified

School Name: _____________________________

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Academic Liaison

Academic Partnership Framework

Lesson Plan

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Academic Liaison An Academic Liaison position will be utilized (formerly called

Lead Teacher) to provide leadership, guidance, and support to academic after school offerings, not direct instruction.

The Academic Liaison (AL) will be selected by the school site principal. The scanned Academic Liaison Designation Forms were due via email to the ExCEL Office on 4/30/14 , but still can be submitted.

An orientation meeting for Academic Liaisons will be held on9/23/14 at St. Mary’s Cathedral.

Link: http://www.healthiersf.org/ExCELafterschool/Resources/nacademicLiason.php

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Academic Partnership Framework

PURPOSE

For all ExCEL After School Program sites to develop solid

academic program components that support student skill

building, contribute to academic achievement, and are

based upon strong partnership between the CBO Lead

Agency and the School Day Staff.

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The Academic Partnership Framework that ExCEL is promoting consists of:

Partnership between school site and CBO Shared priorities for student success

Academic Liaison Position is: To coordinate academic after school components Utilizing data to inform instruction

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ExCEL Lesson Plan

Key Points for Planning *ExCEL Lesson Plans* Keep in mind the following frameworks: ExCEL Theory of Action School Day Common Core “Habits of the Mind” in after

school Restorative Practices Physical Activity

When should I use the template? It may be utilized by program sites to structure activities.

Link: http://www.healthiersf.org/ExCELafterschool/Resources/documents/ExCELLessonPlanTemplate_000.pdf

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Lesson Plan Template

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Lesson Plan Template

Link: http://www.healthiersf.org/ExCELafterschool/Resources/documents/ExCELLessonPlanTemplate_000.pdf

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RestorativePractices

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Restorative Practices

SFUSD ExCEL ASP will continue to provide Restorative Practice (RP) trainings to all After School staff. The training will follow the same format as last year.

4 cohorts will meet during their assigned Thursday workshop training of scheduled month.

Link: http://www.healthiersf.org/ExCELafterschool/Resources/nrestPractices.php

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What’s Happening in Restorative Practice in 14-15

1. ExCEL Site Coordinator or designee must attend the RP Informational during the Expanded Learning August Institute. Program Directors are welcome as well.

2. Each ExCEL after school site is assigned to a RP cohort by CBO.

3. Each school site is committed to attend 4 RP trainings this year.

4. Each school site is expected to implement RP into your programs.

5. ExCEL Staff will check and assist with your progress

Questions: Karen Polk, 750-4500, ext.1019, polkK@sfusd.edu

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Cohort 1: Cohort 2: Cohort 3: Cohort 4:

Urban Services YMCA

BACR Embarcadero YMCA

Mission YMCA

Bayview YMCA Stonestown Family YMCA

GLO SNBC

ASEP RDNC Mission Graduates

R.O.C.K. CYC Telegraph Hill

Chinatown YMCA

Reading Partners Buchanan YMCA

Refugee Transitions

SF Arts Ed Presidio YMCA

Jamestown Boys & Girls Club

SF Coalition

Restorative Practice (RP) Cohorts

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Thursdays * 10:30-12:00pm at 20 Cook St.

September 2014

November 2014 January 2015 March 2015

September 4 *October 30 January 8 March 5

September 11 November 6 January 15 March 12

September 18 November 13 January 22 March 19

September 25 November 20 January 29 March 26

Mondays * 10:30-12:00pm at 20 Cook St. August 25th

September 8th

October 6th

November 10th

December 8th

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Physical Activity

34ExCEL After School Physical Activity Cohort 2014-2015: Let’s Move in After School

All ExCEL Programs will identify at least one staff to be their “Let’s Move” point of contact.

This staff will attend a required session during the August Institute and (2) PD Sessions scheduled during the 2014-15 school year. (2) On-Site Observations will also be scheduled. ExCEL August Meeting: All After School Programs will identify PA Goals during common planning/QAP planning.

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August Institute Meeting: (2) Sessions will be offered and while required for ExCEL will be open for all participants.  The goals of this session are to:

Provide program leaders with strategies for incorporating moderate to vigorous physical activity (MVPA) during after school time.

Incorporate quality PA into after school time using the principals of youth development.

Strengthen awareness of the importance of PA and the impact of sedentary behavior.

Learn at least (3) activities that can be used as a Brain Break or PA Break during after school time.

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On-Going Professional Development Sessions (Secondary): (2) sessions will occur one in each semester.  The goals of these sessions are:

To create a learning community that supports active and healthy after school environments.

To provide program leaders with tools and resources to ensure that students are participating in daily physical activity.

To support after school programs with implementing their PA QAP Goal(s).

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Secondary sites will participate in (2) Cohort meetings through out the school year.

Elementary sites can arranged as needed on-site trainings. Cohort meetings will be held at 20 Cook Street from 10 to 12 unless otherwise indicated.

See the boxes below for dates.

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Let’s Move in High School After School: 2014-2015 Physical Activity Cohort Schedule- 10 to 12 PM @ 20 Cook

StreetHIGH SCHOOLS AUGUST INSTITUTE

FIRST SEMESTER

ON SITEOBSERVATION

SECONDSEMESTER 

ON SITE OBSERVATION

1 Academy of Arts and Science

8/11-12/14 9/30/14 TBD 1/13/15 TBD

2 Balboa 8/11-12/14 9/30/14 TBD 1/13/15 TBD

3 Burton 8/11-12/14 9/30/14 TBD 1/13/15 TBD

4 Downtown 8/11-12/14 9/30/14 TBD 1/13/15 TBD

5 Galileo HS 8/11-12/14 9/30/14 TBD 1/13/15 TBD

6 John O’Connell 8/11-12/14 9/30/14 TBD 1/13/15 TBD

7 June Jordan 8/11-12/14 9/30/14 TBD 1/13/15 TBD

8 Lincoln 8/11-12/14 9/30/14 TBD 1/13/15 TBD

9 Marshall 8/11-12/14 9/30/14 TBD 1/13/15 TBD

10 Mission 8/11-12/14 9/30/14 TBD 1/13/15 TBD

11 SF International 8/11-12/14 9/30/14 TBD 1/13/15 TBD

12 Wallenberg 8/11-12/14 9/30/14 TBD 1/13/15 TBD

13 Washington 8/11-12/14 9/30/14 TBD 1/13/15 TBD

 

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Let’s Move in Middle School After School: 2014-2015 Physical Activity Cohort Schedule- 10 to 12 PM @ 20 Cook

StreetMIDDLE & K-8 SCHOOLS AUGUST INSTITUTE

FIRST SEMESTER COHORT

FIRST SEMESTEROBSERVATION

SECONDSEMESTERCOHORT

SECOND SEMESTER OBSERVATION

1 Aptos 8/11-12/14 10/7/14 TBD 2/3/15 TBD

2 BVHM 8/11-12/14 10/7/14 TBD 2/3/15 TBD

3 Bessie Carmichael 8/11-12/14 10/7/14 TBD 2/3/15 TBD

4 Denman 8/11-12/14 10/7/14 TBD 2/3/15 TBD

5 Everett 8/11-12/14 10/7/14 TBD 2/3/15 TBD

6 Francisco 8/11-12/14 10/7/14 TBD 2/3/15 TBD

7 Giannini, AP 8/11-12/14 10/7/14 TBD 2/3/15 TBD

8 Hoover 8/11-12/14 10/7/14 TBD 2/3/15 TBD

9 ISA 8/11-12/14 10/7/14 TBD 2/3/15 TBD

10 Lawton 8/11-12/14 10/7/14 TBD 2/3/15 TBD

11 MLK 8/11-12/14 10/7/14 TBD 2/3/15 TBD

12 Lick, James 8/11-12/14 10/7/14 TBD 2/3/15 TBD

13 Lilienthal, Claire 8/11-12/14 10/7/14 TBD 2/3/15 TBD

14 Marina 8/11-12/14 10/7/14 TBD 2/3/15 TBD

15 Presidio 8/11-12/14 10/7/14 TBD 2/3/15 TBD

16 Roosevelt 8/11-12/14 10/7/14 TBD 2/3/15 TBD

17 SF Community 8/11-12/14 10/7/14 TBD 2/3/15 TBD

18 Visitacion Valley 8/11-12/14 10/7/14 TBD 2/3/15 TBD

   

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SFUSD IA Requirement

sLink:

http://www.healthiersf.org/ExCELafterschool/Resources/n-instAideExam.php

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Instructional Aide (IA) Requirement

All program staff and subcontractors who directly supervise students must document meeting minimum educational requirements or pass the IA exam administered by the ExCEL Office.

Documentation in EMS: Sign-in to EMS Click on Participants & Staff Click on View Program Staff Click on Staff Name

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Instructional Aide on EMS

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Instructional Aide Exam Calendar 2014-2015 Location: 20 Cook St. Date

# Exams Time Capacity/exam Rooms- TBD

Proctor(s)TBD

Aug 8, 2014 3 9-10:30 40

11-12:30 40

1-2:30 40

Sep 4, 2014 3 9-10:30 30

11-12:30 30

1-2:30 30

Sep 5, 2014 3 9-10:30 20

11-12:30 20

1-2:30 20

Dec 4, 2014 3 9-10:30 20

11-12:30 20

1-2:30 20

Dec 5, 2015 3 9-10:30 20

11-12:30 20

1-2:30 20

Apr 9, 2015 3 9-10:30 30

11-12:30 30

1-2:30 30

Apr 10, 2015 3 9-10:30 40

11-12:30 40

1-2:30 40

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Contracts &

Invoices Link:http://www.healthiersf.org/ExCELafterschool/Resources/n-invoicing.php

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Contracts Contract Amendments-Allowed on a case by

case basis ONLY

Carry over: There are NO carry over funds allowed from year to year. SFUSD bills CDE on a cost reimbursement basis. Any funds not expended by the end of the fiscal year cannot be billed to CDE. As such all POs are liquidated at the end of the fiscal year. It is absolutely necessary to invoice on a monthly basis and to meet end of the year invoice deadlines.

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Invoices Invoices are paid on a cost reimbursement model. Payroll

should be billed for the month in which it is PAID out even if the hours worked fall in the previous month. (For example if staff worked August 1-15 paid on 8/25 will be billed on the August invoice, but staff time worked August 16 – 31 paid on 9/10 will be billed on the September invoice.)

Payroll ledger must be on file with the CBO and available upon request, but is NOT required each month as invoice documentation.

Receipts, payroll summary page (page 2 of the invoice template),

Approved ExCEL CBO Approval forms must be submitted as documentation of expenses with the invoice to the ExCEL office.

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Allowable & Non Allowable Expenses Updates ExCEL Logo is required on all custom printed materials for youth

participants only.

Computers and tablets must be purchased through SFUSD and must include a completed quote from SFUSD IT Department and SFUSD Purchasing Request Form

All equipment purchased must be entered into the EMS inventory log.

Subcontractors require a subcontractor approval form.

Food for weekly meetings, professional development, refreshments for

Educational Excursions or Club Meetings is NOT an allowable expense.

http://www.healthiersf.org/ExCELafterschool/Resources/documents/FY13-14-EXCELALLOWABLEEXPENSESLISTRevised.pdf

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Invoice Do’s

DO include back up documents and/or spreadsheets outlining the amount billed to ExCEL.

If only a certain percentage of staff salary will be billed to ExCEL, please indicate on your

back-up documents or create a spreadsheet outlining the amount billed to ExCEL.

DO make sure photocopied receipts are clear with items purchased and prices clearly

legible.

DO make sure each receipt is itemized. For receipts from small businesses (produce

stores, neighborhood stores) that do not offer itemized receipts, please list items that were

purchased on the copy of the receipt.

DO be sure to circle the total on the receipt.

DO be sure to indicate the reason for purchase, for example: “materials for cooking class.”

You can photocopy your lesson plan on the same page of the associated receipt.

DO organize your supporting documentation by the order of your summary page.

http://www.healthiersf.org/ExCELafterschool/Resources/documents/InvoiceDosand

Donts13-14.pdf

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DO keep supporting documentation to a minimum when reporting expenses.

For items that need approval, DO be sure to include a copy of the signed CBO Expense

Approval Form for that particular purchase you are billing for.

DO make sure the math adds up! Proof read and double check your work prior to making

your final submission.

DO email your assigned ExCEL staff in advance about unique situations relating to the

invoice.

DO make sure you turn in Budget Revisions prior to the pertaining invoice

DO be sure to include a detailed lesson plans that includes educational objectives if

purchases of junk food-like materials for a lesson or activity

Invoice Do’s

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Invoice Don’ts DON’T include receipts not billed to ExCEL. If it is easier to photocopy

receipts together, please clearly cross out receipts not included in the

billing with a large “X” and clearly note “not ExCEL.”

DON’T include personal items on receipts.

DON’T include a lost receipt document.

DON’T turn in illegible copies of receipts. If the copy is too light, try to

make a darker copy.

DON’T include extra paperwork such as, internal cover pages, petty cash

requests, multiple pages of supporting documentation for a single item.

DON’T include information that is not required.

DON’T invoice over the contracted amount for the year.

DON’T invoice over the administrative budget for the year.

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ExCEL is going paperless! When possible please scan and email all documents to appropriate ExCEL Staff.

Our website has been updated to a more user friendly format!

You can obtain needed forms, documents, and guidance.

Check out the calendar for important information about due dates and upcoming convenings.

http://www.healthiersf.com/Calendar/mainCal.cfm?catids=4&chgColors=teal

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Things to Remember! When in doubt, Ask ExCEL!

Try to keep attachments down to a minimum. Be clear and direct with your supporting documentation. Do Not include internal paperwork that does not directly explain the purchase.

Be mindful of your budget set up and remaining balances as you are spending.

Always refer to the “ExCEL Guidelines” for Allowable/Non Allowable Expenses.

http://www.healthiersf.org/ExCELafterschool/Resources/documents/FY13-14-EXCELALLOWABLEEXPENSESLISTRevised.pdf

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Transportation for educational excursions may now be included on invoices submitted to ExCEL (with CBO Educational Excursion Approval Form)

Computers and tablets must to be purchased through the District and must include a complete SFUSD Funds Purchasing Request Form and a price quote from the IT Department

Proper documentation for CBO Expenditure Approvals include a breakdown of the costs AND a lesson plan with the educational objectives outlined.

All Approval Forms must be submitted in advance before purchasing or commencing of offsite activities.

Things to Remember!