Forms and Documents to Submit to CEB

Submissions

All submissions are expected as a PDF, Google Sheets, or an Excel file and submitted through the Monitoring Dashboard, Jotform, or emailed to 21CCLC@k12.hi.us.

List of submissions:

  • BD-2FED
  • Vendor List Order Form (VLOF)
  • PO Worksheets
  • Invoices
  • Income/Expenditure Report
  • Program/Budget Amendment

BD-2FED

Completing and inputting a BD-2FED

  • There are 3 different BD-2 forms.  A BD-2, BD-2FED, and a BD-2PA form.  For the 21CCLC program, we will use the BD-2FED.
    • The main difference is that the BD-2FED is meant for federal programs and has a section to capture the fringe benefits.
  • Complete all fields in the header
    • Name of School: (Name of School)
    • Prepared by: (Preparer's name) - (Preparer's work phone number)
      • The preparer must be a HIDOE employee
    • Prog ID / BFY - Description: (Prog ID)-(Budget Fiscal Year) - (Program Name (ex: ESSA 21st CCLC - Cohort 13))
    • Date: (Date the BD-2FED was prepared)
    • Allocation: (School Year) $(Total Allocation Amount)
  • Complete Payroll Section A, A1, & Fringe Benefits
  • Complete the non-payroll section BC
  • Once completed, get signed by an authorized figure
  • Enter into the budget system

Moving unspent funds to unallotted

  • Any funds not spent at the end of the year must be moved to unallotted so the CEB team can pull it back
  • This is done through a BD-2FED as well
  • Make a new expenditure plan that aligns with the actual expenditures so that the unspent funds will get pushed to unallotted.
    • Ex: you budgeted $1,000 in supplies, but only ended up spending $945.  You would complete a new BD-2FED and put supplies at $945.  This would move $55 into unallotted.

Vendor List Order Form (VLOF)

  • Schools/Offices review the Vendor List for detailed instructions and to view approved Contractor's menu/offerings. Schools/Offices may request quotations to obtain information needed to complete this
  • School/Office completes this VLOF specifying details of order, payment schedule, etc.
  • Principal or Responsible Administrator authorizes/approves order; services may commence upon School transmits copy of approved VLOF to Contractor; Contractor acknowledges receipt.
  • School/Payor issues Purchase Order (reference VL# in approval field of PO).
  • Ensure changes, adjustments, corrections, and/or revisions are legible and clear on the approved original Any changes must be initialed and dated by the HIDOE Principal/Administrator. (Use "Other" column) *
  • Upon satisfactory delivery of ordered service, Contractor submits invoice per terms on the PO and approved VLOF A copy of the approved VLOF must be attached to each

PO Worksheets

  • Fill in the Supplier information at the top left of the AFMS-P1 with what information is listed in AFMS
    • The supplier information can be found through the Supplier Listings Report on AFMS
  • Fill in your school's information at the top right of the AFMS-P1

Invoices

  • Vendor information (Vendor Name and Remittance Address)
  • Payment to payee (School, Office, District, Complex and Complex Area) with correct address and contact information
  • Description of Services align to program deliverables, expectations and amount due
  • Invoice number, Account number, or Purchase Order number aligns to Aukahi FMS

Income Expenditure Report

  • Complete document with actual paid out expenditures
  • Calculations are accurate and align to Aukahi FMS
    • First half/Semester 1 = July - December
    • Second Half/Semester 2/ End of Year = January - June

Note: CEB 21CCLC uses this document to review all expenditures within Aukahi FMS, VLOFs and Invoices to ensure funding has been spent in accordance with approved applications and budget documentation