Welcome to Disbursement Allotment Training

Transcription

1 Welcome to Disbursement Allotment Training Susan Lenox Plano ISD Kelly Griffin TEA /2011 Allotment Disbursements The Allotment Disbursement in EMAT enables school districts to order non- state adopted instrucmonal materials, technology equipment, and technology services from the InstrucMonal Materials Allotment (IMA) available in EMAT for school year

2 KEY POINTS Allotment Disbursement transacmons are validated against the district s remaining allotment balance throughout the year. Allotment Disbursements are controlled by TEA, who acmvate/deacmvate the allowable disbursement types and categories. TEA approves the Allotment Disbursement transacmons. Payments are made directly to the districts. Allotment Disbursements begin and end in the EMAT system Let s Get Started 2

3 Allotment Disbursements To access the Allotment Disbursement Summary: 1. From the District Start Page, click the Allotment Disbursement link. Shows IMA fund 1 Click InformaMon regarding the in progress, submi\ed, and completed transacmons Allotment Disbursements 2. The Allotment Disbursement Summary Page is displayed Allotment Disbursement Summary Page displays the list of Allotment Disbursement transacgons with different Statuses such as In Progress, SubmiKed and Completed. To create a new Allotment Disbursement transacgon, click on NEXT link. 3

4 Allotment Disbursements 4. If a district wants to congnue its In- Progress Allotment Disbursement transacgon, the district clicks on the TransacMon ID link, so that the Allotment Disbursement Page is displayed. Orders may be added to the In Progress status 4 Allotment Disbursements 5. To cancel the transacgon, click Cancel Disbursement bukon on Allotment Disbursement Page 5 4

5 TYPES OF DISBURSEMENTS InstrucMonal Materials Technological Equipment Technology Services InstrucMonal Materials InstrucMonal Materials Off Adopted List IMA DISBURSEMENT Technology Services Training for staff directly involved with student learning Training for providing access to technological equipment for instrucmon Salary for providing technical support for use of technological equipment Technology Computers ebook readers Mobile devices InteracMve white boards 10 5

6 Instructional Materials InstrucMonal Materials Disbursement Used by districts to order instrucgonal materials that are NOT State Board or Commissioner adopted. AccepMon: Districts can use funds if wangng to purchase individual components of an adopted program. 1. From the District Start Page, click the Allotment Disbursement link. 1 Click 6

7 InstrucMonal Materials Disbursement 2. The Allotment Disbursement Summary page is displayed Click Next link under the TransacGon ID field. InstrucMonal Materials Disbursement 4. Allotment Disbursement type Page is displayed. Select InstrucMonal Materials opgon from the dropdown list and click OK bukon. 4 7

8 InstrucMonal Materials Disbursement 5. Allotment Disbursement page for InstrucGonal Materials is displayed. 6. Select the appropriate Disbursement category by clicking the magnifying glass icon. 6 Disbursement Categories are: BLM - Bilingual Materials OSR - Open Source SUP - Supplemental Materials INFORMATION YOU WILL NEED Once you click on the Disbursement Category, you will need to fill in the following informagon: Publisher Title ISBN# Author Language Subject Course Name Material Type Grade # of Students Copyright Media Format EdiGon TEK % QuanGty Unit Price Total Amount 8

9 InstrucMonal Materials Disbursement 7. User can add addigonal InstrucGonal Materials by clicking on the plus + sign to add another line. 7 InstrucMonal Materials Disbursement 8. Once the User enters all the required fields, user selects Save Work bukon. New transacgon ID is generated, when the work is saved Once the user entry is complete, cergfy the transacgon by clicking CerMfy & Submit bukon. 9

10 InstrucMonal Materials Disbursement 10. CerMfy RequisiMon page is displayed. Enter the phone number to cergfy the transacgon and click OK bukon Ader clicking OK bukon, the Allotment Disbursement page is displayed again, and user selects Go Back to Allotment Summary Page link. Technological Equipment Disbursement 10

11 Technological Equipment Disbursement The Technological Equipment Allotment Disbursement type transacgon can be used by districts to order Technological Equipments 1. To access Allotment Disbursement- Technological Equipment transacgon, go to the District Start Page, click the Allotment Disbursement link 1 Click Technological Equipment Disbursement 2. The Allotment Disbursement Summary page is displayed 3. Click Next link under the TransacGon ID field 3 11

12 Technological Equipment Disbursement 4. Allotment Disbursement type Page is displayed. Select Technological Equipment opgon from the dropdown list and click OK bukon. 4 Technological Equipment Disbursement 5. Allotment Disbursement page for Technological Equipment is displayed 6. Select the appropriate Disbursement category by clicking the magnifying glass icon. 6 Disbursement Categories are: DSK - Desktop EBK - ebook LAB - Learning Lab LAP - Laptop TAB - Tablet WBD - Whiteboard WRK - WorkstaMon 12

13 INFORMATION YOU WILL NEED Once you click on the Disbursement Category you will need to fill in the following informagon: Product DescripGon Grade # of Students Served # of Admins Served Manufacturer AssisGve Technology QuanGty Unit Price Extended Amount Technological Equipment Disbursement 7. User can add addigonal Technological Equipments by clicking on the plus + sign to add another line. 8. Once the User enters all the required fields, user selects Save Work bukon. New transacgon ID is generated, when the work is saved

14 Technological Equipment Disbursement 9. Once the user entry is complete, cergfy the transacgon by clicking CerMfy & Submit bukon. 9 Technological Equipment Disbursement 10. CerMfy RequisiMon page is displayed. Enter the phone number to cergfy the transacgon and click OK bukon Ader clicking OK bukon, the Allotment Disbursement page is displayed again, and user selects Go Back to Allotment Summary Page link. 14

15 Technology Services Disbursement Technology Services Disbursement Districts use the Technology Services Allotment Disbursement to pay for technology services rendered by the district. To access Allotment Disbursement- Technology Services transacgon: 1. From the District Start Page, click the Allotment Disbursement link. 1 Click 15

16 Technology Services Disbursement 2. The Allotment Disbursement Summary page is displayed 3. Click Next link under the TransacGon ID field. 3 Technology Services Disbursement 4. Allotment Disbursement Type Page is displayed. Select Technology Services opgon from the dropdown list and click OK bukon Allotment Disbursement page for Technology Services is displayed. 16

17 Technology Services Disbursement 6. Select the appropriate Disbursement category by clicking the magnifying glass icon. 6 Disbursement Categories are: CPO - Capital Outlay CTS - Contracted Services LEQ - Lease Equipment OEX - Other OperaMng Expenditures PDV - Professional Development SAL Salary SML - Supplies & Materials INFORMATION YOU WILL NEED Once you click on the Disbursement Category you will need to fill in the following informagon: Service DescripGon Service Audience QuanGty Unit Price Extended Amount 17

18 Technology Services Disbursement 7. Disbursement Lines box is displayed which allows the user to enter the data for the Technology Services to be ordered. 7 Technology Services Disbursement 8. User can add addigonal Technology Services by clicking on the plus + sign to add another line. 9. Once the User enters all the required fields, user selects Save Work bukon. New transacgon ID is generated, when the work is saved

19 Technology Services Disbursement 10. Once the user entry is complete, cergfy the transacgon by clicking CerMfy & Submit bukon. 10 Technology Services Disbursement 10. CerMfy RequisiMon page is displayed. Enter the phone number to cergfy the transacgon and click OK bukon Ader clicking OK bukon, the Allotment Disbursement page is displayed again, and user selects Go Back to Allotment Summary Page link. 19

20 Allotment Inquiry and Reports In order for district's to obtain informagon regarding their allotment balance and transacgons, the EMAT/EVI system provides both Allotment online inquiries and reports. 1. From the District Start Page, double- click the Allotment graph bar in the led center of the page. Allotment Inquiry and Reports 2. The Allotment Summary Page displays. This page shows a summary of all transacgons both pending and complete that affect a district's allotment balance. 20

21 Allotment Inquiry and Reports Once you have completed your disbursement transacmon you want to print your work 21

22 Disbursement Summary InstrucMon Materials/Technology Equipment/Technology Services 1. From the District Start Page, click the Allotment Disbursement link. 1 Click Disbursement Summary InstrucMon Materials/Technology Equipment/Technology Services 2. The Allotment Disbursement Summary page is displayed 3. Click on the TransacMon ID link you would like to view. 3 22

23 Disbursement Summary InstrucMon Materials/Technology Equipment/Technology Services 4. Under the View/Print OpMons is the opgon to View/Print Disbursement Summary View/Print Disbursement Summary 4 Disbursement Summary InstrucMon Materials/Technology Equipment/Technology Services A copy of your completed transacmon will appear. You can send this document to your finance, curriculum, and technology departments to await the funds. 23

24 410 AccounMng Disbursement funds come into the district through 410 revenue account Unused funds in 410 will roll forward to the next fiscal year. Happy Spending! 24

25 QuesMons For addimonal informamon contact: Susan Lenox Plano ISD Kelly Griffin TEA