FRYSC Forms and Reports (draft rev. 8/16/18) REQUIRED Form, Report or Action Due Date District Contact Responsibilities Coordinator Responsibilities Other Personnel Responsibilities How to Submit: *Notify RPM when upload is made Funding Request /Invoice Letter (submitted to request funding/initiate payment for the upcoming fiscal year) July 15 1)District Contact Prepares Invoice for superintendent signature Superintendent: Signs District Contact: email to Regional Program Manager End of Year MUNIS reports (for previous fiscal year*) *Funds must be encumbered by June 30 and spent by July 25 August 15 Ensure completion Finance Officer: Prepares and submits electronically Finance Officer: Follow submission instructions from Division office Other Information Fields August 15 Update on FRYSC Counts center page Update on FRYSC Counts center page and SAVE at the bottom of the screen Coordinator PD Tracking Form August 15 District Contact: Review coordinators training on FRYSC Counts! Enter all training information in FRYSC Counts! End of Year Program Reports Implementation Section of the CPP Impact Report (via Survey) Sept. 30 1.Prepares Report and presents to advisory council; (no signature page) 2.Completes and submits Impact survey Advisory Council reviews and is noted in meeting Minutes Submit action for Impact Report is located directly on the electronic survey Free Lunch, Enrollment and Center Information (Dec. 1 count) Dec. 1 (pulled from KDE) 1.) Follow instructions from DFRYSC concerning verification of data pull, review process, and reporting of preschool numbers/Special circumstances 1)Follow instructions from DFRYSC concerning verification of data pull, review process, and reporting of preschool numbers/special circumstances FRAM coordinators and Food Services Directors: Maintain up to date direct certification imports, federal forms in POS system, and HIFs. As of Dec. 1, 2017, these numbers will be received from the Kentucky Department of Education. Mid-Year MUNIS Report Upon Request only Ensure completion Finance Officer: Prepares and submits electronically Finance Officer: Follow submission instructions from RPM Continuation Program Plan (even numbered years only) March 1 1) Review and maintain copy for files Prepares new budget and program plan; presents to advisory council and SBDM Advisory Council: Reviews and approves next year’s budget and program plan Coordinator uploads items required Budget and Narrative Yearly, following
of allocation amounts Evaluation of Coordinator Per district policy, but every 2 years at minimum 1) Complete with principal 2) Ensure completion 1) Keep evaluation on file 2) Evaluate support staff, if applicable If serves 1 school: Principal: Complete with District Contact input. If serves > 1 school: District Contact completes with principal input n/a District/Center Changes *Required when: -New coordinator is hired -New Supt. is hired -Change in District Contact or Finance Officer -Center has new name, phone, or address -Coordinator has new name -Coordinator has new email address -New AC Chair Per change District Contact maintains “District Information page” on Green System -Superintendent info -District Contact info -Finance Officer info Coordinator maintains “Center Information” on Green System -Center info -Coordinator info -Staff info -AC Chair info -School info *School names *Principal info *Enrollment # Free/Reduced # (Dec. 1) *Must be kept up to date in order to receive timely communication from the Division Request form *Required to accompany: -Revisions: Budget, center operations, action components -Purchases: Single item ≥ $500; Goods ≥$1,000; Subcontracts ≥ $1,000. As needed Signs after AC approval (if is Designee) Prepares; signs, presents to advisory council for approval Advisory Council Chair: Signs Superintendent: Signs (unless has Designee) Coordinator: Scan signature page and upload to Data System with any accompanying document Advisory Council Listing Revision Note: Request form not needed As needed Prepares upon change in membership Coordinator uploads within 2 weeks of change Advisory Council New Coordinator Hiring Confirmation As needed Signs after hiring new coordinator Hiring committee Chair: Signs Superintendent: Signs District Contact: Scan with signatures and upload to Center page within 1 week of hiring Reconfiguration Request Letter Dec. 21 1) Consult with RPM first 2) Write request letter Advisory Council: Recommends Superintendent: Signs District Contact: Submits the request to the RPM via e-mail Waiver Request form *of full-time coordinator Contact RPM 1) Consult with RPM 2) Prepare Superintendent: Signs request letter on district letter head District Contact: Submits the request to the RPM via e-mail.
3) Request for renewal required Alternative Distribution Funding Request with spreadsheet (new or annual renewal - Contact RPM - 1)Consult with RPM first 2) Prepare Request letter and spreadsheet Superintendent: Signs Request letter on district letter head District Contact: Submits request letter and spreadsheet to the RPM via e-mail. (detailed instructions available upon request to rpm on submission requirements)