[BFET] PR Limits in EJAS

[Alison Fernandez]

Hi Jennifer,


Thank you for your quick response.  I worded this wrong.  I was concerned of tracking for billing.  We will go back to our prior tracking methods for billing and entering the amount that we can into EJAS but bill for the full amount. This is still overly administratively burdensome.


Thank you,

Alison


________________________________
From: Jennifer Dellinger <jdellinger at sbctc.edu>
Sent: Friday, February 8, 2019 9:44 AM
To: Alison Fernandez
Cc: Maria Galindo; bfet at lists.ctc.edu
Subject: Re: PR Limits in EJAS

Alison,

All billing for Participant Reimbursements must be submitted via OBIS with your invoicing. The implementation of the Participant Reimbursement form in eJAS did not replace the need to submit invoicing to SBCTC.

The changes around the billing roster only removed the need to add Participant Reimbursements to the billing roster because DSHS can now view them in eJAS.

Please let me know if you have any questions.

Respectfully

Jennifer Dellinger



-------- Original message --------
From: Alison Fernandez <Alison.Fernandez at skagit.edu>
Date: 2/8/19 9:21 AM (GMT-08:00)
To: Jennifer Dellinger <jdellinger at sbctc.edu>
Cc: Maria Galindo <Maria.Galindo at skagit.edu>, bfet at lists.ctc.edu
Subject: Re: PR Limits in EJAS


Hi Jennifer,


Can you provide guidance on how to bill for an amount over $800 in the participant reimbursement category?  At this time we are not billing for Participant Reimbursement directly in OBIS, it is supposed to be automatically billing out of EJAS.  Should we add costs over $800 to our OBIS billing?  This is incredibly complicated as we would have to track and split expenses in multiple areas.  Is it possible to bill using old practices while this is under construction?


Please let us know how to bill for this January, while this is not working.  Do other colleges have any practices that will be utilized?


Thank you!


Alison Fernandez

Director of Advising and Retention

Skagit Valley College

360.416.7975



________________________________
From: BFET <bfet-bounces at lists.ctc.edu> on behalf of Jennifer Dellinger via BFET <bfet at lists.ctc.edu>
Sent: Thursday, February 7, 2019 12:19 PM
To: bfet at lists.ctc.edu
Subject: [BFET] PR Limits in EJAS


Good Afternoon BFET Team,



It has come to our attention that once the annual limit in the eJAS PR form is reach for a student you cannot enter in another PR for that support. This is a feature that is currently being reviewed by DSHS and their IT department. At this time there is not an estimate time of fix. I will update the system as we know more.



As we gear up for Spring quarter for those students that have already had books entered in to the PR eJAS form at max amount ($800) DSHS has established the following process for documenting this PR.



1)      Complete a hard copy PR form (DSHS PR form or approved alternate) signed and dated by both student and staff

2)      Enter in a case note in eJAS with the following information:

a.       Type of PR being disbursed

b.       Amount of PR

c.       Justification for issuance



Please let me know if you have any questions on this process. If you do not have an alternate PR form approved for FFY19 and would like to use one for this process please make sure to submit it for approval prior to use. Approvals are to be submitted to jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu>. Please make sure the subject line reads “PR form approval request FFY19”.



Respectfully,





[Compass]Jennifer Dellinger

Program Administrator

Washington State Board for Community and Technical Colleges

Email: jdellinger at sbctc.edu<mailto:jdellinger at sbctc.edu> ∙ Office: 360.704.3925



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