IMPORTANT DATES / DEADLINES
- February 28, 2013 – Treasurer’s Training
- May 15, 2013 – Last Day to Submit Complete Demand Warrants and Neighborhood Purpose Grants
“Learning is not attained by chance, it must be sought for with ardor and attended to with diligence.”
– Abigail Adams
The Funding Unit will hold the next Treasurer’s Training on Thursday, February 28, 2013, from 6pm-9pm in City Hall, 20th Floor. Please contact the Department at (213) 978-1551 to make a reservation. We invite each and every one of you to attend a training, whether as a refresher or for the first time.
A Note on Treasurer’s Training Certificates: Unfortunately due to the loss of some temporary staff that we have been as of yet unable to replace, the certificates project has been put on hold. We will resume the issuance of certificates as soon as we are able and apologize for the inconvenience.
Revised Demand Warrant
If you have not yet done so, please make sure to make use of the revised Demand Warrant form when submitting requests for payment to the Department. This revision includes some critical updates, plus an easy to use check-box area to make sure you are including all the necessary documentation.
As some of you may have noticed, you are receiving communication from your Field Representative regarding Demand Warrants and Neighborhood Purpose Grants (NPG’s). They will be assisting you in answering questions on the appropriateness of funding requests, reviewing your submission packets to ensure complete documentation is included, and following up with you to request additional information if necessary. This partnership between Field and Funding staff will ensure that your requests are received and processed timely.
2nd Quarter P-Card Reconciliations
Reconciliations for the 2nd Quarter (October – December 2012) were due on January 31, 2013 (close of business 5 p.m.) If you did not submit this report by the deadline, you must contact the Department immediately to provide further information on the delay. The Department will be issuing letters to NC’s shortly for all outstanding P-Card reconciliation reports that are outstanding. Please note that per the guidelines, your funds may be frozen if you fail to submit your reports on time. If you have any questions, please refer to pages 58 – 60 of the Treasurer Handbook, or contact the Department at (213) 978-1551.
Moving Expenses to the P-Card
A special thanks to those NC’s who have already contacted us to start the process of moving some of their regular expenses over to the P-Card. If you haven’t done so already, please contact us to make this change for your NC. We will assist you in moving these transactions, which mostly includes costs associated with utility bills. Save time, save effort, save trees.
The Department has traditionally been swamped in May by a large number of funding requests submitted by the NC’s trying to meet their goals before the close of the fiscal year. We understand that in some cases this rush will be necessary, but in order to ensure that your NC’s funding requests are processed and approved timely, please plan ahead and submit your demand warrants and NPG’s as early as possible (i.e. once the board has approved the request and the paperwork is ready). We will be more than happy to work with you and guide you through this process. REMEMBER – There will be no rollover of funds to the next fiscal year, so if you do not use your funds, they will be swept back into the City’s General Fund on June 30.
Check Tracker Issues
Some of you have contacted the Department about some discrepancies you noticed on the Check Tracker. Please know that we are working hard on correcting these discrepancies and hope to have this issue resolved shortly.
By the Numbers
For the month of February to date, we have received 8 — auto-deducts/demand warrants.
You can track the progress of your requests by going to the “Neighborhood Council City Check Payment Tracker FY 2012-2013” on our website >> Neighborhood Council Funding >> City Check Payment Tracker or by directly going to the link here.
Neighborhood Council Funding Program Director