Filling Out the SRP Program Invoice

Harris County Summer Harris County Summer Reading Program Funds Reading Program Funds

and Filling Out the and Filling Out the Program InvoiceProgram Invoice

What Are Harris County Summer Reading Program

Funds ? Harris County Summer Reading

Program Funds (HCSRP) are funds HCPL received from Harris County.

These funds can be used for Children’s and Young Adult programming. Craft supplies [and games???] for a program may also be purchased with these funds.

Every year, all Harris County Public Library branches are allotted $500 for summer reading program performances.

How to Use Harris County Summer Reading Program Funds

(HCSRP) to Pay for Programs

Each branch needs to email to Scott McCullar (smcculla@hcpl.net) in Materials Selection a list of the programs they plan to fund with HCSRP funds or gift funds.

Please include the following Informationin your email :

1. Name of Business

2. Contact Names and phone numbers

3. Mailing Address

4. Date and time of the programs

5. Cost of Programs

W-9 forms will then be mailed from Materials Selection to the performers.

Performers will fill out the forms and return them to Scott McCullar in Materials Selection.

Be sure to notify Scott if you forgot to list a program, or schedule another one to be paid for with HCSRP Funds.

The payment process can’t even begin until the performer submits their completed W9 form.

Filling Out the Program Invoice Before each performance a representative

of your branch should use the Invoice template on Harriet to fill out and print a performer invoice.

Almost all of the necessary

Vendor and Branch info can be typed into the

Invoice [highlighted in

green here].

Vendor Info:Check Payable ToAddressCity, State, ZIPPhoneFAX

Location (Branch Library):Branch NameDate [of Performance]Invoice Number

“Invoice Number” must be supplied by the branch representative,

must be consistent andunique for each invoice.

EXAMPLESATA001 718FM WU614HCPL

Type in all of the “Program Description”

information.

If the fee charged is a flat fee for the presentation, put “NA” (Not

Applicable) in the Hours and Rate column and enter only the Amount.

If the fee charged is based on an hourly rate, indicate the hours, the rate and the amount.

Mileage and supplies should be included in the

Amount charged.

If Sneaker Beat has a basic fee of $120.00, and charges an additional mileage fee of $8.00, add the two together and put the total Amount as

$128.00

What if a performer presents an Origami program and…

•Charges $60.00 for the program•Charges $35.00 for special paper for 80-100 children

Add the two together and put the combined charges as a total amount of $95.00.

Back to Back Programs

Social Security orTax ID Number

[filled in by the Performer]

Vendor Signature

Branch Representative

Signature

THREE blanks onthe invoice

[highlighted here in blue]

must be written by hand, in Blue Ink![so that there’s NO

question it’s the ORIGINAL]

Final Steps Branch Representative makes 2 copies

of the Invoice.

One copy to the Performer

One copy kept by the branch library

The Original Program Invoice is sent in Delivery to Scott McCullar, Materials Selection Dept, within 3 days after the program.

Things to Remember

HCSRP funds must be used before August 00, 2009.

If your performer cancels and does not re-schedule, please notify Scott.