Dear Carol,
So sorry to miss the call today. Please let me know if you do schedule
another.
I think I understand...
On Tue, Jan 3, 2012 at 9:20 AM, Harsh, Carol <[log in to unmask]> wrote:
> Happy New Year!****
>
> ** **
>
> I trust you have had a restful sojourn and are eager to jump back into
> work. We looking forward to our continued work with you and your council
> over the course of 2012.****
>
> ** **
>
> As a follow up to my message about invoices and receipts, I want to remind
> you of the opportunity to discuss these requirements with us on a
> conference call this Thursday, January 5 at 2:00 and then again on
> Wednesday, January 18 at 2:00.****
>
> ** **
>
> For this week’s call, five people have signed up to participate--Ellen
> Terry (WA), Arden Williams (GA), Ryan and Mallory (IL), and Stacy Hoshino
> (HI). If you have not yet notified me of your interest and would like to
> join us on the call this week, please let me know so that I can send you
> the phone number and instructions for the conference call.****
>
> ** **
>
> All the best,****
>
>
> Carol****
>
> ** **
>
> *From:* Harsh, Carol
> *Sent:* Monday, December 19, 2011 11:35 AM
> *To:* [log in to unmask]
> *Subject:* invoices and receipts - IMPORTANT****
>
> ** **
>
> Dear MoMSers,****
>
> ** **
>
> I am sorry to hit you with this on a Monday morning, but I need to alert
> you to some policy changes at the Smithsonian that will impact what we need
> from your council in order to be reimbursed for travel and for STAR Funds.
> ****
>
> ** **
>
> With regard to travel, when vouchering out after a trip, we need the
> following:****
>
> **· **Original boarding passes ****
>
> **· **Original boarding pass receipt****
>
> **· **Original receipts for any taxis, restaurants, etc.****
>
> **· **Original hotel receipt with a zero balance (*not* the one
> they slide under your door on the morning that you check out)****
>
> **· **Original, signed travel expense documentation form with
> receipts attached. This can’t be a PDF document sent to us by email, but
> instead sent by regular mail.****
>
> ** **
>
> Just for clarification, in simple terms, the Smithsonian considers an
> “original receipt” to be a document that is actually printed by the company
> or the original source and includes the company name and/or logo. It cannot
> be a PDF document. Even as more and more people purchase airline tickets
> on line and get email documents from the airlines that indicate that a
> ticket was purchased, this does not suffice as adequate documentation of
> travel. ****
>
> ** **
>
> If per chance you don’t get boarding passes or the boarding pass receipt
> at the airport, then we will need to ask for a redacted credit card bill
> showing the charge for the ticket or your frequent flyer mileage report
> that shows mileage for the trip. ****
>
> ** **
>
> If you are in the process of requesting reimbursement for travel to the
> Federation’s conference in November and don’t have the proper original
> receipts, please let me know and we will work together to find a reasonable
> solution. ****
>
> ** **
>
> You probably know by now that the documentation requirements for STAR
> Funds has also been modified over the past few months. The purchase
> orders we are writing for STAR Funds are actually “service contracts”. In
> other words, we are contracting with your council to provide a certain
> service that involves capacity building activities for the host
> communities. So, vouchering out requires the following:****
>
> **· **Documentation of the work done requires a report that
> describes in detail the training that occurred as well as the benefit to
> the host organization. ****
>
> **· **Agendas, participant lists, letters of support that
> indicate the importance of the training to the community, etc. are all good
> to have on file, but are not required. ****
>
> **· **Receipts for travel, lodging, etc are not required, but
> should be kept on file by the councils as backup documentation if MoMS is
> ever audited and additional information is needed. ****
>
> ** **
>
> I can’t stress enough the importance of this information. The
> Smithsonian’s Comptroller has been very clear that without this
> documentation from this point forward we will not be able to reimburse your
> council.****
>
> ** **
>
> So, just to make sure that all your questions may be answered, I am
> scheduling a series of conference calls so that we can discuss these
> changes with you. Hopefully this will help us avoid documentation
> problems after the fact. ****
>
> ****
>
> Thursday, January 5, 2:00 PM (eastern standard time)****
>
> Wednesday, January 18, 2:00 (eastern standard time)****
>
> ** **
>
> Please let me know if you want to participate in one of these
> conversations and I will send you instructions for calling in to the
> conference call. If you are unable to participate in either of these
> calls, please let me know and we can add another time and date for a call.
> ****
>
> ** **
>
> In the end, these requirements are simple to follow. We just need to fine
> tune the way we operate and successfully communicate these changes to all
> of you. And, service contracts for the STAR Funds will enable us to
> capture the details of the content of the training as well as lasting
> legacy of improved practices at the local level. It makes so much more
> sense for us to be focusing on that, rather than the minutia of small
> receipts.****
>
> ** **
>
> I would love to hear from you with your reaction to all of us. My goal
> for the new year is to get all of this behind us so that together we can
> continue to impact the cultural arena of small towns across the United
> States.****
>
> ** **
>
> So, it is in total admiration for the good work that you continue to do
> that I wish you a blessed and restful holiday.****
>
> ** **
>
> All the best,****
>
>
> Carol****
>
> ** **
>
> Carol G. Harsh****
>
> Director, Museum on Main Street****
>
> Smithsonian Institution, SITES****
>
> 202-633-5333****
>
> 202-465-5267 (cell)****
>
> 202-633-5344 (fax)****
>
> ** **
>
*Josephine Jones | Director of Programs & Center for the Book* |
[log in to unmask] | f 303 864 9361 | p 303 894 7951 x15 |
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