Invoicing: If you received funding in Cycle 1 and Cycle 2, you will need to submit an invoice for each funding cycle separately. We recommend creating program/reference codes separately for Cycle 1 and for Cycle 2 to isolate expenses. If you have expenses prior to January 1st that have not been submitted, please submit those now, as we do have to approve invoices in chronological order.
Instructions: When submitting invoice expenses for a reimbursement, identify your institution's individual purchase order number, fill out the Itemized Invoice Cover Letter per each invoice (attached), and fill out your own institution's Working Budget spreadsheet tabs:
Cycle 1 - Northern region & Southern region
Cycle 2 – Northern region & Southern region
Backbone Organizations: Cabrillo College & SCCOE
Include support documents, such as ledger reports and itemized paid receipts. Please refer to the Allowable Expenses tab in your Working Budget spreadsheet for allowable rates. You can also utilize the links from the training agenda, the Subaward Expenditure Reporting Requirements, and an Example of an Itemized Invoice Cover Letter. If you have any questions about what needs to be included, contact Katya Greene.
Budget Modifications: You have some flexibility in your budget. The Collaborative will approve all changes if they fall within 10% of a budget category (ex: Travel = $5,000, you can submit for up to $5,500 if you need). For larger transfers within or between budget categories, you will need approval from the Collaborative. Larger budget modifications will only be allowed once during the length of the grant. After June 2025, budgets will be considered completely locked, although we will monitor to ensure that spending is occurring on pace to meet the grant deadline.
We encourage you to watch the training above to learn the invoicing system in a quick and easy fashion. If you have any questions, we are here to help. Please contact John Leopold or Katya Greene for any questions or support.
