As discussed at our Whangarei Hui, we will be implementing new invoice processing arrangements for CIH and other 2020 projects from 1 September 2016.
- Coordinators and other 2020 personnel who are authorised to spend project funds must sign all invoices from service providers and contractors such as trainers and technicians relating to work they have commissioned. Signing the invoice is confirmation that the details are correct and that the service has been provided.
- Coordinators must ensure that there is adequate information on each invoice to ensure the expenses can be correctly coded and entered to Xero by the Wellington office. This includes the type of expense (e.g. computers, training, travel, etc.)as well as the project, selected from the following list:
- CIH 2014-15
- CIH 2015-16
- CIH 2016-17
- Stepping UP
- ICDL Commercial
- KiwiSkills Jobseeker
- Refugee 2015-16
- Refugee 2016-17
- Invoices and attached receipts for expense claims must then be scanned and sent to firstname.lastname@example.org
- Invoices will be coded by the Wellington office, entered to Xero and paid. This is a significant change, as Coordinators no longer need to enter invoices to Xero.
- Note this applies to all coordinator invoices as well as those from other contractors.
Coordinators might be wondering about the scope of the “2020 relationship role” that has been offered to regional coordinators. By way of context, we are offering three types of contracts for 2016-17:
OPTION A: 2020 Regional Coordinator (with regional relationship responsibilities for all 2020 programmes). We would expect that you would be the first point of contact for all current programmes within your region; you would of course receive support from specialist teams for each of the 2020 programmes. This is a 12-month contract.
OPTION B: Computers in Homes Regional Coordinator (with regional responsibilities for just the CIH programme). This is a 6-month contract.
OPTION C: Computers in Homes Delivery Partner. This is a 12-month contract and only applies in regions where an Area Manager or 2020 Relationships Manager has been appointed (currently only Auckland and the Bay of Plenty/ East Coast).
Our objective with Option A is to secure a firm “2020 Trust” presence in the regions where our digital literacy programmes are delivered, especially in regions where we do not have organisational partners (as opposed to independent contractors). Our goal for 2016-17 is to identify organisations delivering services to “at-risk” and “under-served” communities. These organisations may be operating in the education, health or employment sectors; our objective is to establish a relationship with these organisations and encourage them to embed digital literacy programmes with their current services. We acknowledge our REAP partners as exemplary models for this type of whanau-based community engagement.
We would expect our 2020 Regional Coordinators to take responsibility for promoting all 2020 programmes within their communities, especially Computers in Homes, Stepping UP and KiwiSkills. They will have specific responsibility:
- for delivering Computers in Homes to the assigned number of families;
- for initiating Stepping UP programmes in libraries;
- for identifying KiwiSkills delivery partners.
This differs from Options B and C which just focus on Computers in Homes.