PRESIDENTIAL AWARDS FOR EXCELLENCE IN
MATHEMATICS AND SCIENCE TEACHING
2013-2014 CSSS Guidelines/Forms for Reimbursement
Guidelines for reimbursement:
· Funds may not be used to provide monetary awards (such as gift certificates) to Awardees and State Finalists. Funds may be used for purchasing items such as frames for certificates, plaques, keepsakes, or holding a modest recognition event (lunch, banquet, etc.) Funds for the Recruitment/Recognition categories SHOULD NOT exceed $2000.
· Keep accurate records and financial documentation for all expenses incurred for the coordination of the state-level program, including all in-kind contributions.
· Keep accurate records when requesting an honorarium, including the social security numbers, and list expenses separately such as mileage, hotel, food, parking, and other incidental expenses.
· Prior approval required for expenses over $2000.
· Submit final reimbursement requests to the CSSS PAEMST Coordinator on or before August 15, 2014.
Important Points:
1. Reimbursement for the 2014 cycle will occur from September 1, 2013, through August 15, 2014.
2. No state will receive more than a total of $4000 for coordinating the science awards program. No territory will receive more than $1200. You may send forms and receipts as many times as you need to get reimbursed.
a) Send a form with original receipts to CJ Evans at the address below. If you are paying a stipend over $599, that person’s SSN must be given.
b) State Coordinator’s signature required before funds are dispersed.
3. Questions? Contact CJ Evans; Cell 314-614-7707;
Please refer to the following table when planning expenditures for the year. Requests for funds listed as not allowable will not be refunded.
ALLOWABLE / NOT ALLOWABLERECRUITMENT
· Travel expenses to do presentations / · Give-aways for those who are not applicants
· AV rental for presentations / · Purchase of equipment
· Copying for presentations
· Small give-aways to applicants (limit $5 each)
· Ads in publications
· Postage for brochures/letters to principals and superintendents
· Booths at state conferences
ALLOWABLE / NOT ALLOWABLE
RECOGNITION
· Mementos to Finalists and Awardees only / · Cash Awards
· Lunch/dinner costs for finalists/awardees at recognition lunch/dinner / · Gift cards
· State conference registration for F/A only / · Gifts of equipment
· Travel to state conference for F/A only
· Substitute pay for F/A only
· Plaques, trophies for F/A only
ALLOWABLE / NOT ALLOWABLE
MENTORING
· $150/day stipends with travel expenses for mentor OR a reasonable stipend with no travel expenses / · Stipends over $599 in a fiscal year
· Copying
· Substitute pay for mentor
· Small give-aways for mentees ($5 limit each)
ALLOWABLE / NOT ALLOWABLE
SELECTION
· $150/day stipend to committee members with travel expenses OR a reasonable stipend with no travel expenses / · Stipends over $599 in a fiscal year
· Substitute pay for committee members
· Refreshments at committee meeting
· Copying of videos or applications
· AV rental for committee
PAEMST 2014 Funds Request
State Coordinator NameState
Address
Telephone No.
E-mail Address
SIGNATURE:
State Coordinator Date
Send request to: CJ Evans, CSSS PAEMST Coordinator
614 Indian Hills Drive
St. Charles, MO 63301-0561
Cell: 314-614-7707
STATE
2014 PAEMST Reimbursement – Payment Voucher
NameTelephone No.
Mailing Address
E-mail Address
Attach receipts justifying the following expenditures of any items that exceed $10.00
Item Category / ExpensePhotocopying / $
Food / $
Lodging / $
Mileage (@ $0.50/mile) / Total Mileage / $
Other* / $
Other* / $
Other* / $
Other* / $
ITEM CATEGORY SUB TOTAL / $
*Please provide explanation.
TravelFrom / To
Airfare / Date departed / Date Returned / $
Taxi / Date departed / Date Returned / $
Reimbursement / Expense
Stipend* / (SSN: / ) / $
Total Travel Expenses / $
Total Item Category Expenses / $
TOTAL REIMBURSEMENT / $
*Please provide SSN and W-9 if over $599 in fiscal year 2014
Amount For Each CategoryRecruit / $ / Recognize / $
Mentor / $ / Select / $
SIGNATURE:
State Coordinator Date