State Aid
The state has identified certain environmental education programs as aidable through BOCES. On pages 1 - 4 in our Environmental Resource Directory (Requires Adobe Acrobat Version 5.0 or higher. Click here for free download of`Adobe Acrobat Reader to your computer.), you will find a list of the environmental programs which are eligible for state aid when shared by another district. If you do not find the program/consultant you are planning to use, please contact the CEE office (914/248-2335). We will be happy to work with the facility or individual to determine if other schools are using them and if we can add them to our list.
State aid does not mean that your district is not responsible for payment. It means that by purchasing certain BOCES services, your district is entitled to receive a reimbursement on a percentage of the bill as a part of your district's state aid allocation. Your business manager can give you that percentage. That reimbursement comes from the state to your school district the following school year.
It is important to emphasize that the programs are only eligible for state aid when more than one district uses the service. This is what is known as shared service.
An administrative fee will be charged for all programs. The administrative fee is also eligible for aid.
PROCEDURES FOR APPLYING FOR STATE AID:
FIELD TRIPS
1. TEACHER COMPLETES Field Trip Request Form and send to P/NW BOCES CEE.
2. Once BOCES receives a COMPLETED requisition form, a purchase order is generated and sent to the vendor (DO NOT pay vendor or give them a deposit).
3. A Completed Trip Approval form is mailed to the contact teacher.
4. Upon completion of the trip the teacher MUST send the SIGNED Completed Trip Approval form back to BOCES.
5. Once the Completed Trip Approval form and an invoice from the vendor is received by P/NW BOCES, payment is made to the vendor.
6. P/NW BOCES bills their component districts who are members of the Center for Environmental Education (CEE) the full amount plus a 10% administrative fee on all residential trips. and a 15% administrative fee on all other programs. Component districts who are not a member of CEE are billed 15% administrative fee on all programs.
7. P/NW BOCES bills non-component districts through their BOCES for the full amount plus a 15% administrative fee. Your BOCES then bills your district.
8. State aid is generally sent the following year.
CONSULTANTS
1. TEACHER COMPLETES Consultant Request Form and send to P/NW BOCES CEE.
2. Once Putnam/Northern Westchester BOCES receives a COMPLETED requisition form, a contract, invoice, school evaluation, and a presenter evaluation is mailed to the consultant.
3. The consultant signs and returns the contract to BOCES and a purchase order is generated and sent to the consultant (DO NOT pay the consultant directly).
4. Upon completion of the program, the consultant MUST have the invoice signed and the school evaluation form completed by a school representative and mailed to BOCES.
5. Once this paperwork is received, payment is made to the consultant.
6. P/NW BOCES bills component districts for the full amount plus a 15% administrative fee. P/NW BOCES bills non-component districts through their BOCES for the full amount plus a 15% administrative fee. Your BOCES then bills your district.
7. State aid is generally sent the following year.
For Prepays: the purchase order and check are generated at the same time and mailed to the vendor. IMPORTANT: FOR A PREPAY, AN INVOICE MUST BE ATTACHED!
Please Note: The state aid comes to the district, not to the individual school.
All completed requisition forms must be in the Center for Environmental Education Office a month prior to the program to receive state aid. Requisition forms received after the program has taken place cannot be processed for state aid.
Any requisition form for programs after June 1st, will be accepted until May 9, 2008 in order to process and bill in the 2007/08 school year.
