Invoicing

The following procedures are required when submitting invoices that utilize 21^st Century, ASSETs and/or ASES funding:

• All 21^st Century, ASSETs and/or ASES invoices must be submitted to the OUSD After School Programs Office in order to be processed and paid. We are located at 1000 Broadway, Suite 150.
• All invoices must be generated on your organization’s letterhead. This applies to both agency and individual contractors.
• To maintain invoicing consistency so that all necessary information is included, please use the correct invoicing format. Simply cut and paste the format onto your organization’s letterhead. Please utilize the sample invoice as a guide. All of the information in the top section of the invoice template MUST be completed in order to process for payment. Also, in the body of the template, a detailed breakdown of charges must be provided, including number of hours worked and hourly rate. Failure to fully complete an invoice according to these specifications may result in a delay of payment.
• All invoices should cover only one calendar month, i.e. the 1^st through the 30^th or 31^st.
• Contractor, Agency, Site Coordinator, and Principal signatures must be secured prior to submission of invoices to the After School Programs Office. All of these signatures must be originals.
• Invoices for the month are generally due in the After School Programs Office by 4:00 p.m. on the 10^th of the following month. This is not a steadfast rule; for example, the invoice for November 1-30^th is due in our office on the 9^th of December (the 10^th is a Saturday). Invoices that are submitted after the due dates listed below will be processed the following monthly invoicing period.

The following procedures are required in submitting fiscal forms for Paid Inservice/Extended Time for OUSD employees utilizing 21^st Century, ASSETs and/or ASES funding:

• Quality Support Coaches should submit a Paid Inservice form and Extended Contract teachers should submit a “Request for Extended Contract” IN ADVANCE to approve all projected work to be completed, using appropriate Budget Org Key (Object Code usually -1120 or -1122)
• The FIRST submission of the Paid Inservice/Extended Contract paperwork must be accompanied by a timesheet in order to be processed by OUSD Payroll. No payment will be rendered until timesheets are submitted to our office.
• Have Employee sign Extended Contract & ALL Time Sheets
• Have Principal approve and sign Paid Inservice/Extended Contract & ALL Time Sheets
• Please be sure to submit ORIGINALS of all documents
• Please use only ONE SIDED Time Sheets
• Deliver to OUSD After School Programs Office — All 21^st Century and/or ASES Paid In-service/Extended Contracts and Time Sheets must be submitted to the OUSD After School Programs Office in order to be processed and paid. We are located at 1000 Broadway, Suite 150.
• Union Contract rate for teachers is $38.50/hr.
• Once the Paid In-service form or Request for Extended Contract has been submitted and approved, only timesheets are required to be submitted for subsequent payments.

The following procedures are required in submitting fiscal forms for Extended Time and/or Overtime (ET/OT) for OUSD classified employees utilizing 21^st Century, ASSETs and/or ASES funding:

Paying OUSD Classified Employees (SSOs, Custodians, Instructional Aides, etc.)

• Complete “Combined ET/OT/CT and Move-Up/Acting Time Report”, using appropriate Budget Org Key
• Have Employee Sign Form
• Have Site Coordinator Sign Form
• Have Principal Approve and Sign Form
• All Custodial ET/OT forms must be submitted to Custodial Services at 900 High Street.
• All SSO ET/OT forms must be submitted to the SSO Office at 1011 Union St.
• Any other ET/OT forms for 21^st Century and ASES classified staff must be delivered to OUSD After School Programs Office in order to be processed and paid. Please see payment schedule in chart below. Forms that are submitted after the due dates listed below will be paid on the following Payroll Issue Date. We are located at 1000 Broadway, Suite 150.
• Rate varies depending on employee’s hourly rate