To be in alignment with the reporting needs of the Colorado Department of Early Childhood we have made some updates in Sugar to better track the Quality Merit Award Reimbursements (checks) being issued to Programs and QI spending directly related to Merit Awards.
To summarize, there is a new field on the Spending records as well as updated fields in the Reconciliation Summary (that Councils generate every month).
You can find more information on these TWO updates below, as well as detailed related articles!
The following steps walk you through reconciling a spending record in Sugar when the provider has received a Merit Award and you are reconciling that spending record whether it's for a reimbursement(check) or QI funds directly related to that award.
You can find more information on how to submit a Quality Merit Award Check Cut request HERE!
Merit Award Basics can be found here.
Step 1) Open up Spending module- Navigate to the spending record that is ready to be reconciled.
Step 2) Reconcile spending record- Select “Mark as Reconciled (Lock Editing)” from the "What Would you Like to do? Select from the Available Actions" field on the spending record.
Step 3) Fill in New required field- You will see there is a New Field "Is this a request for a Merit Award Funding?" with the drop-down option for a “Yes” or “No”
-Select "Yes" to indicate that the purchase is using Merit Award funds
-Select "No" " to indicate that this spending request is using TSQI/ESQI QI funds
** Please note: You now will see an error message appear " Error Please resolve errors before proceeding." if the New Field is not filled out with either a yes or a no.
Step 4) Save- Once the new field is filled out make sure to SAVE. This will let you reconcile your spending record!
Your Monthly Reconciliation Reports will now contain 4 additional rows based on the records you have identified as Merit Award Expenses!
The Reconciliation reports will still function as they typically would only now, they will contain 4 additional rows for reporting those Quality Merit Award Expenses to Programs that you indicated on Spending records. Responding "Yes" will also allow sugar to automatically update the correct "Merit Award Expense" fields at the bottom of the reconciliation summary report so you will no longer need to track those expenses separately:
When you are ready to bill to the CDEC you will still generate your Reconciliation Summary and copy and paste it as you normally would into your Invoice Template from the CDEC. You can read all about how to review and then Generate your Reconciliation report to copy and paste into the CDEC Invoice Template in the Step by Step Monthly Reconciliation Guide (TSQI/ESQI)
For budget or programmatic questions please contact your QRIS Coordinator!
For any technical questions please contact the ecConnect Helpdesk at firstname.lastname@example.org
As always, all helpful documentation can be found on the ecConnect Support Site at https://support.ecconnectcolorado.org/support/home