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Budget Revisions and Invoicing

 

BUDGET REVISIONS

BUDGET REVISION REQUEST FORM (NEW):

cde-budgetreportingformat-with-equations-blank-updated-6-17-16

BUDGET REVISION DUE DATES FOR FY2016-17:

Budget Revision Submission Dates:

  • Budget Revision Request #1: Submit between October 1, 2016  –  November 1, 2016
  • Budget Revision Request #2: Submit between April 1, 2017  –  May 1, 2017

Please provide all budget revision requests to Peralta on the above template according to the appropriate object code category:

  • Budget change requests involving an amount that is less than 10% in one object code for a single year
  • Budget revision requests involving an amount that is equal to or greater than 10% per object code for a single year, or funding is proposed to be moved from one year to another using the same object code. Additionally, for budget change amounts in this category, please use the formal budget change request process by providing the following:
    1. On letterhead, the requested budget change information should be outlined as follows:
    2. On attachment, the following information should be included (the new CDE-budgetreportingformat template above may be used):
      • Revised budget, original approved budget and requested change(s)
      • Modified budget narrative(s) that align with the revised budget and explain each revised budget item

 

PCCD COLLEGES:  Please request your budget revisions as stated above prior to submitting your requested PROMT budget load for next fiscal year.

 

PLEASE RECALL THAT NO BUDGET REVISIONS CAN BE MADE WITHOUT PRIOR APPROVAL FROM PCCD, THE FISCAL LEAD FOR THE CCPT.  FAILURE TO COMPLY WITH THIS REQUIREMENT COULD RESULT IN FUNDS BEING WITHHELD. 

Please contact Lilian Pires (lpires@peralta.edu) if you have any questions regarding this process.  If you have trouble accessing the above budget revision template, please let Lilian know. Thank you.

 

INVOICING 

Here is the CPT Invoicing Recommended Procedures (for K/12 & non-PCCD colleges):

CPT Invoicing Recommended Procedures 121115

In an effort to streamline the current CPT invoice Process, the CCPT Team has revised the required payroll supporting documentation. In lieu of submitting the timesheets (e.g. Time and Effort Certification Activity Log) and Personnel Action Forms, you will need to complete the Fiscal Report Narrative (revised template attached) in which you will provide the following information by object code category:

  1. Invoiced Amount
  2. Brief Description of Expenditure
  3. Relation of Expenditure to Strategic Plan
  4. Additional Information required for object code categories 1000 and 2000

However, please continue to maintain onsite all Personnel Action forms and timesheets (signed by employee with supervisor approval and description of CPT work performed) related to your CPT-funded activities and costs. The CDE has stressed that these payroll documents will still need to be available upon request for audits and site visits.  Should any audit requests require further review of your payroll records, we will direct the auditors to your payroll records location.

The above process will be effective with your fiscal year 2015-2016, Quarter 2 invoice submission. However, should we need further clarification on your Quarter 1 invoice submission, we may request that you complete a Fiscal Report Narrative for Quarter 1.

Please let Lilian know if you have any questions regarding this procedure.

fiscal-report-narrative-rev100716

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Invoice Peralta quarterly for direct expenses incurred and delivered:

FY2016-17: 

 

Quarter 1 (7/1/16 – 9/30/16):  Due Friday, October 21, 2016 by 4:00 p.m.

Quarter 2 (10/1/16 – 12/31/16):  Due Thursday, January 19, 2017 by 4:00 p.m.

Quarter 3 (1/1/17 – 3/31/17):  Due Monday, April 17, 2017 by 4:00 p.m. 

Quarter 4 (4/1/17 – 6/30/17):  Due Friday, July 7, 2017 by 4:00 p.m.

 

New Vendors:  Please complete application documents (one-time only):

COMPLETE INVOICE SUBMISSIONS SHOULD INCLUDE THE FOLLOWING:

  1. Invoice and Itemized Costs (2-page form-templates attached):
  2. Detailed General Ledger/Fiscal Report for invoice period (include payment date, voucher/check number, payment amount and transaction description)
  3. Timesheet: Signed/dated by employee, approved/dated by supervisor with description of CPT work performed (e.g. Time and Effort Certification Activity Log, template attached):

    CPT Timesheet Information: cpt-timesheet-information-091516

  4. Signed/dated Invoice Addendum form:  Invoice Addendum
  5. Capital Outlay (single item purchase of $5,000 or more, includes the invoice cost of the item plus any applicable sales tax, freight, or installation charges) must be requested and approved by CDE prior to purchasing capital outlay.  Please contact Lilian (lpires@peralta.edu) for Capital Outlay Request form.
  6. Inventory Record of CCPT Equipment Purchases: All single item equipment purchases with a market value of $500.00 or greater should be inventoried and appropriately tagged purchased with CPT funds: CCPT Equipment Inventory Purchases Record

For reference, please see attached CPT Allowable/Non-Allowable Activities and Costs:  cpt-rfa-insert-re-allowable-non-allowable-costs-100116

 

 

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  • Peralta Community College District

    The district comprises four campuses serving northern Alameda County.
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