[BFET] FW: FFY20 BFET Contract and Billing/Invoicing Update!!

Thu Mar 12 11:52:10 PDT 2020

Hi BFET Team,

I am resending this notification to make sure the system has the dates for BFET invoicing. Additionally, if your college has limited or suspended operations during the current public health safety concerns and you believe this to impact your ability to invoice please let us know asap.

Thank you. Please stay healthy and safe!

Kindly,

[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

Electronic Privacy Notice:  This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.

From: Jennifer Dellinger
Sent: Tuesday, March 3, 2020 9:25 AM
To: bfet at lists.ctc.edu
Cc: Michele Rockwell <MRockwell at sbctc.edu>; Susan Wanager <swanager at sbctc.edu>; Kari Kauffman <kkauffman at sbctc.edu>
Subject: FW: FFY20 BFET Contract and Billing/Invoicing Update!!
Importance: High

Good Morning BFET Team,

I want to provide you with an update to where we are at in the process of BFET invoicing, the grant, and funding surveys.

Invoice Update:
October invoices have been approved, we are working on November invoices now (deadline was Friday February 28th). Here is a timeline for the rest of the invoices to get us caught up:

·       March 13th - December Invoice Due

·       March 27th - January Invoice Due

·       April 10th - February Invoice Due (original due date)

We are working quickly to approve invoices, please be proactive and prepare your invoices ahead of time. Once you have received approval, you can submit your next invoice.

Grant Update:
We have completed and forwarded the grant changes from the executed contract to the SBCTC executive administrators for approval. Upon receiving final approvals, each BFET administrator will receive an email that includes:

·       Grant Changes PDF

·       Final BFET Budget Workbook and List of Changes Made

·       Budget Revision Information and Due Date

·       Invoicing Timeline (also above)

·       Open Link to Funding Survey

·       FFY20 Updated Funding Survey Timeline (still in development)

Funding Survey Update:
We know there is a need for a funding survey to help redistribute funds to meet current system needs. We are developing a survey to remain open throughout the above invoicing timeline. Redistribution of funds to meet needs requires grant changes/revisions and invoicing to be completed and current. And because OBIS will not allow users to have multiple items going at one time, we will close the survey after the April 10th invoicing deadline on April 17th, 2020. This will help us to accurately track where the system is with their funding levels and redistribute funds to where there is immediate need.

We want you to be thinking about your funding levels and needs as you are completing each invoice. In effort to better help you do this, we will be (as noted above) including the first survey link in the upcoming email to administrators. You will have access to the questions ahead of time and be able to complete the survey as you have a clear idea of what your current needs are. If you have the ability to return funds we ask that you please consider returning them with this survey to help meet the needs of the system.

Thank you all for your hard work, dedication, and patience!! If there is anything we can do to assist you, make this process smoother, or if you have any questions please do not hesitate to reach out and let me know.

Kindly,

[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

Electronic Privacy Notice:  This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.

From: BFET <bfet-bounces at lists.ctc.edu<mailto:bfet-bounces at lists.ctc.edu>> On Behalf Of Jennifer Dellinger via BFET
Sent: Tuesday, February 18, 2020 3:00 PM
To: bfet at lists.ctc.edu<mailto:bfet at lists.ctc.edu>
Subject: [BFET] [UCE] FFY20 BFET Contract and Billing/Invoicing Update!!
Importance: High

Good Afternoon BFET Team,

We are excited to inform you that DSHS has accepted our negotiated terms for FFY20 and we have received the final BFET contract! Below are the updates you have been waiting for!

FFY20 Contract Update:
Colleges will not be required to complete and submit the Participant Reimbursement Tracker with each invoice.

DSHS continues to reserve the right to audit your internal billing/invoicing tracking records at any time (this is not new and has not changed); however, we have negotiated the notification terms from 10 to 30 days notification should a college be selected for an audit.

Billing/Invoicing Update:
Fiscal staff will begin approving October invoices shortly. The contact on your invoices will receive notification when your October invoice is approved. If you do not have your November and December invoices ready, please take some time to do this now. November and December invoices need to be submitted separately.

Deadline to submit November invoices is Friday, February 28th, 2020. It will take fiscal staff up to a week to finalize and approve invoices so do not be alarmed if you do not hear from us or see an approval prior to March 6th.

We will send the December invoicing deadline notification to the system once we have approved November’s invoices. However, you are encouraged to submit your December invoice as soon as you have received November’s invoice approval notification. Please note that we will not approve December’s invoices until after the December deadline and all invoices have been submitted.

Funding Survey Update:
We will be sending out a BFET Funding Survey towards the end of February. It will be due early March. Please plan ahead and begin to analyze were you are at within your program budget. If you have the ability to return funds we ask that you please consider returning them with this survey to help meet the needs of the system.

Thank you again for your continued patience and understanding. If you have any questions please let us know, we are happy to assist.

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

Electronic Privacy Notice:  This e-mail, and any attachments, contains information that is, or may be, covered by electronic communications privacy laws, and is also confidential and proprietary in nature. If you are not the intended recipient, please be advised that you are legally prohibited from retaining, using, copying, distributing, or otherwise disclosing this information in any manner. Instead, please reply to the sender that you have received this communication in error, and then immediately delete it. Thank you in advance for your cooperation.

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