Sandra Procter
Ph.D., R.D., L.D.
Assistant Professor
Extension Specialist
Coordinator, EFNEP/FNP

Extension Human Nutrition
Department of Human Nutrition
204 Justin Hall
Kansas State University
Manhattan, KS 66506

785-532-1675
785-532-1678 fax
procter@k-state.edu

Financial Reporting

UPDATES
PAID EMPLOYEE LOG (Anyone paid by FNP)

All paid employees need to complete the FNP Paid Employee Log on a monthly basis.  Remember the bottom (shaded) line is administrative.  Enter the number of hours for each type of activity Programmatic or Administrative for each day and then circle or check the appropriate number for each activity.  Make sure to list holidays and discretionary day under vacation column.

MILEAGE RATE

Beginning July 1, 2014 the mileage rate is $0.56/mile.

SUPPLIES LOG

We revised the supplies log so that the amount can be typed into each category and total the column and row. These can then be carried over to the expenditure invoice. We have also broken out the supplies categories on it.

LODGING

We can now reimburse counties for lodging if they use a county credit card on an FNP Expenditure Invoice.  Meals still need to be reimbursed to the individual on an Eforms Travel Voucher.

No need to split the cost of the room, we can now pay one person for the total cost of the room.  Just note in the comment section who you shared with.

DEADLINES

These financial rules help us meet our federal deadlines.

EXPENDITURE INVOICE, PERSONAL REIMBURSEMENTS AND TRAVEL VOUCHERS

These must be submitted within 60 days of the date on receipt.  Example: Receipt dated October 15 MUST be in the FNP office no later than December 15.  We will work with the varying billing cycles. Please call the FNP office with problems.

MAJOR EQUIPMENT over $500 needs to be purchased by March 31.

NUTRITION ED, SMALL EQUIPMENT AND OFFICE SUPPLIES must be purchased by June 30.

All expenses for the year are due in the FNP office no later than October 31.  We will not be able to pay for anything received after this date.

If you don’t have anything to report in any one category you don’t need to send that log.  Example - No duplicating for the month of October?  You don’t need to include that log with your report.

PAID EMPLOYEE LOG

Send in monthly.  If you have more than 1 FNP employee please send all logs together.   

K-PICS

Due one month after the end of the quarter. We will be monitoring this to make sure they are entered in a timely manner.  If you have no activity for any one month please email Lara ljweisbe@ksu.edu.

October-December are due by January 31

January-March due by April 30

April-June due by July 31

July-September due by October 10

FNP SPENDING POLICY

KSU Controller’s Office has been questioning our spending habits related to our grant.  Since FNP is considered a year-to-year grant, we get new account numbers and have to do a proposal each year. To follow KSU’s spending policy, the following guidelines have been set in place:

We can only purchase supplies and equipment that we will use in the current year. Spending needs to occur throughout the grant, not just at the deadline. Large expenses will not be approved late in the grant year as we cannot stock up for the next year.  No large orders will be approved at or near the June 30 deadline.

All nutrition education materials, office supplies and equipment must be purchased by June 30 and must be pre-approved by Sandy or Lara.

FNP ORDERING PROCEDURES

BEFORE PURCHASING ANYTHING, CONSIDER IF IT IS APPROPRIATE FOR THE FOOD ASSISTANCE AUDIENCE. Refrain from purchasing things that food assistance recipients are not likely to have, such as pasta makers, food dehydrators, tart sealers, etc.

ALL NUTRITION EDUCATION MATERIALS, OFFICE SUPPLIES AND EQUIPMENT ORDERS MUST BE APPROVED BY THE STATE FNP OFFICE BEFORE THE ORDER IS PLACED. We have to determine if the items are allowable, reasonable and necessary. 

FNP WILL NOT BE ABLE TO PAY FOR ANY ORDERS THAT WERE NOT APPROVED BEFORE THE ORDER WAS PLACED.

ALL NASCO ORDERS MUST BE FAXED (785-532-1674) ON A FNP ORDER REQUEST FORM. The State FNP office will fax the approved orders to NASCO.

For ALL OTHER nutrition education materials, office supplies and equipment orders, please fax the FNP ORDER REQUEST FORM to the State FNP office with the order information. After it has been reviewed by the FNP Office, we will email you regarding your order. After any necessary changes are made, you can place your orders. 

If you had a computer in your budget and it was approved, you will need to purchase this by March 31. Please fax the quote to the FNP office for approval before placing your order.

STATE CONTRACT FOR OFFICE SUPPLIES

KSU now requires that we use state contract when purchasing office supplies for FNP. Staples Advantage holds the current contract and they will deliver items within 24-48 hours. You will need to set up an account to use the Staples Advantage online ordering system. Please fax or email your application to Staples Advantage. They will email you with your account information within 48 hours.

If you cannot find what you need on the Staples Advantage site, or if they are out of an item that you need, then and only then, you can purchase the item from a local vendor. You must provide documentation from Staples Advantage that the item is not available.

Staples Advantage Contact Information

Mark Calcote
Account Manager
816-504-2186
1.888.CE.TODAY
Mark.calcote@staples.com
 
FNP FORMS (All in Excel)
PURCHASING SUPPLIES & SUBMITTING EXPENSES

Do not forget the 60 day deadline for expenses.

Purchasing Supplies

Complete the order request form.

Get state office approval before placing orders. 

Order only the quantities that are approved by the FNP office.

If you must change your order, you need to contact Sandy first.

Submitting Expenses

Complete supplies log.

List each receipt individually. One per line. Don’t break them out or lump them together. 

Remember we can’t reimburse counties/district for sales tax. 

Put receipts in the order they are on the supplies log.

Make sure the receipts have:  store name; date; what the items are; if only part is FNP, circle that part. Do not highlight or tape, it will make the receipt unreadable.

There is no need to send the order request.  We have them on file at the FNP office.

If you order online, we need a paid invoice.  We can’t reimburse from an order confirmation or order form.  If a paid invoice is not available, we need a copy of the packing slip, credit card statement, and order confirmation or order form.

We can’t reimburse until you have received the order. Don’t include an expense in your expenditure until you receive the order. 

Send copies of checks to cover all receipts.

If you are having trouble with a company, let the FNP office know what is going on in a timely manner! 

Do not forget the 60 day deadline for expenses.

 

DEADLINE REMINDER (PDF)

FNP ORDER REQUEST FORM (EXCEL)

REPORTING MADE EASY (PDF)

WHO TO CALL FOR HELP (PDF)