For Accepted Schools - Department of Citywide Administrative Services

Department of Citywide Administrative Services


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Program Information
For New Schools
For Accepted Schools
For Security Vendors
Nonpublic Schools FAQ
Security Guard Vendors FAQ

Program Information

For New Schools

For Accepted Schools

For Security Vendors

Nonpublic Schools FAQ

Security Guard Vendors FAQ


For Accepted Schools

Effective

August 1, 2024

, the Health & Human Services Accelerator (HHSA) will be

decommissioned

. Invoices submitted

after June 14, 2024

are to be emailed to Reimbursement4schools@dcas.nyc.gov.
Actions required from Schools:

Return all invoices currently in HHSA that were “Returned for Revision” with the requested changes incorporated. Failure to comply by

June 14, 2024

, will delay your reimbursement.

After

June 14, 2024

, new invoice submissions are to be emailed to Reimbursement4schools@dcas.nyc.gov. Adhere to previous guidelines when submitting your invoice.

Schools are required to download their important documents currently in the Document Vault for record-keeping and audit purposes by

July 31, 2024

. The files will not be accessible

after the July 31, 2024

decommissioning date.

Schools should monitor their Budget and spending if they are not doing so presently.

Memorandum of Understanding (MOU)

A qualified nonpublic school will not receive reimbursement for services until an MOU has been signed by the school and DCAS, and is registered with the NYC Comptroller’s Office. The MOU is effective for three years.

Invoicing

Documents required as backup for reimbursement include, but are not limited to, the following:

Certified invoices from security guard vendor

Certified payroll reports from security guard vendor

Security sign-in register (work assignment data)

Proof of payment from school to the security guard vendor (e.g. cancelled check or bank statement showing ACH transfer)

A qualified non-public school may be reimbursed for allowable costs of a security guard used to provide security services when the school is open for school-related instruction or school-related events. Schools adhering to the rules of the program will be reimbursed for security guards who provide security services only.

Resources for submitting invoices:

New Invoice Submission Instructions

Invoice Requirements Required Checklist

Samples:

NPS Invoice Submission Form

Sample of Security Company Invoice

Sample of Certified Payroll Report

Sample of Security Sign-in Register

Sample of School Sign-in Register

Prevailing Wage Schedule (Updated on July 1, 2024)

Checklist for Insurance Requirements and Sample Documents

Qualified Security Provider List

Nonpublic Schools will have discretion in selecting the security guard vendor from the Qualified Provider List provided by DCAS.

Afterschool Activities

DCAS will use the Pre-Approval Form for Afterschool Activities to review and determine eligibility for additional activities submitted by participating Schools in the NPS program for the current program year. DCAS will provide a determination email for each application submitted. Only receipt of a approval email will qualify an additional activity for coverage under the program. These activities must be submitted for reimbursement with consolidated quarterly invoices in HHS Accelerator.

Auditing

Auditing of schools participating in the program include:

Observation of schools

Review of required documents for reimbursement

Reporting on findings and providing recommendations

Records supporting reimbursement claims must be retained for seven years as per Chapter 14, § 14-08 (a) of Title 55 of the Rules of the City of New York.