[BFET] BFET Billing for July 1-September 30, 2017
Mat Carlisle
mcarlisle at sbctc.edu
Thu Sep 7 13:49:15 PDT 2017
Good afternoon.
BFET billing for July 1, 2017 through September 30, 2017 is due in OBIS no later than Tuesday, October 31, 2017. Please note that this is the final billing period for FFY17, so late invoices cannot be accepted. Both your invoices and your match certification form should be uploaded through OBIS.
Billing rosters can be submitted to the DSHS Operations Team as of September 1st. They must be submitted no later than Friday, October 20, 2017, in order for them to be checked and returned to you in time for you to meet the October 31st deadline. Your billing roster should be submitted to the DSHS Operations Team via the billing roster email address: BFETBilling at dshs.wa.gov<mailto:BFETBilling at dshs.wa.gov>. Your billing roster must be approved by DSHS prior to being submitted to the SBCTC.
Your approved billing roster must be uploaded to the SBCTC via the State of Washington Secure Email Portal. The use of SUE has been permanently discontinued, so billing rosters must be submitted through the WA Secure Email Portal.
Some additional reminders:
Invoices in OBIS
Invoices must:
* Include only the 50% funding reimbursement you're seeking from the grant for the General, Tuition and Participant Reimbursement budget/invoice lines.
* Include 100% of the funding reimbursement you're seeking from the 100% Funding budget/invoice line. 100% funds can only be invoiced if you have an approved revision to your budget that includes your 100% funds.
* Re Indirect - refer to the SBCTC Fiscal Guidelines and Grant Terms document available in both OGMS and OBIS.
Match Certification Forms
Invoices must include a match certification form with an amount exactly equal to the invoice line totals for the General, Tuition and Participant Reimbursement lines. Do not include the amount you're billing for your 100% Funding line on the match certification form. For example, if you are billing the amounts in the chart below, your match certification form should be exactly $20,000(General $5,000 + Tuition $10,000 + Participant Reimbursement $5,000 = $20,000).
Invoice Sample:
Salaries
Benefits
Etc.
Total
General
3,500
1,500
5,000
Tuition
10,000
10,000
Participant Reimbursement
5,000
5,000
100% Funding
3,000
1,000
1,000
5,000
Total
6,500
2,500
16,000
25,000
If your match certification form is off even a penny more or less, it will be returned to you to revise and resubmit. In the past, it was allowable for the forms to be more than the amount necessary, but this is no longer allowed.
Student Rosters
Student billing rosters must be approved by the DSHS Operations Team prior to submitting them to the SBCTC. Your student rosters must be uploaded to the SBCTC via the WA Secure Email Portal. Rosters must be uploaded no later than when your invoice is submitted in OBIS. The deadline for both is no later than October 30, 2017.
Note: OBIS is not a secure system, so for the safety of your students, please do not upload any student information to OBIS. This includes student rosters with either eJAS or student ID numbers. Rosters may only be submitted through the WA Secure Email Portal.
If you have any questions about invoicing, please contact:
* Susan Wanager / swanager at sbctc.edu<mailto:swanager at sbctc.edu> / 360-704-4344
* Michele Rockwell / mrockwell at sbctc.edu<mailto:mrockwell at sbctc.edu> / 360-704-4343
If you have any questions about your student rosters, please contact:
* Mat Carlisle/ mcarlisle at sbctc.edu<mailto:mcarlisle at sbctc.edu> / 360-704-4341
Thank you for the great work you do!
Mat
Mat Carlisle
Program Administrator, Workforce Education
State Board of Community and Technical Colleges
Phone: 360.704.4341
Fax: 360.704.4418
Email: mcarlisle at sbctc.edu
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