Money and Administrative Matters

As a participant in the federally funded FLEX Program, Aspect Foundation must carefully track and report all program-related expenditures to the federal government.

FLEX Coordinators need to become familiar with some basic budgetary and financial reporting requirements of the FLEX Program.

• Supplemental Allowance

The supplemental allowance is intended for special student needs (such as start-up school costs, uniforms, clothing, personal items, etc.).

1. Students will receive half of the Supplemental Allowance as an advance.
2. When they submit receipts for the first half, they receive a check for the second half.
3. Students are then required to send receipts for the second half payment.

NOTE: It is the FLEX Coordinator's responsibility to make sure that students turn in both sets of receipts for the Supplemental Allowance. We must have this documentation to account for program expenditures.

• Student Monthly Personal Allowance

Each student receives a monthly personal allowance.

NOTE: This money is sent directly to the student to use at his/her own discretion. Flex Coordinators may need to help students budget their monthly allowance, understand banking procedures, etc.

Aspect Foundation sends the monthly allowance in two-month increments. Thus, every other month, each student will receive a check. See the program calendar for specific mailing dates.

• Enhancement Activities

The FLEX Program provides a per student budget to offset costs of enhancement activities.

1. Flex Cluster Leader submits an Enhancement Activities Proposal for enhancement activities along with anticipated expenses.
2. Flex Program Manager approves, and money is advanced to the Coordinator.
3. Flex Cluster Leader submits receipts along with their NEXT proposal for activities.

• One-Time Emergency Allowance

This fund is intended for true emergencies, such as medical emergencies. Contact the Flex Program Manager for details.

Orientations

Flex Coordinators can submit receipts to be reimbursed for some costs associated with hosting Orientations.

Host Family Orientation and Materials
Welcome Orientation and Materials
Mid-Stay Orientation and Materials

NOTE: These orientations can be held in tandem with orientations for your other Aspect Foundation students. However, separate time must be allotted for FLEX program participants.

SUGGESTION: Have both Aspect and FLEX participants attend morning Aspect orientation. Break for group lunch. Then invite FLEX-only participants to stay for the afternoon FLEX orientation.

• Re-Entry Orientation

A per-student budget is provided to offset costs associated with a this orientation.

1. Flex Cluster Leader submits a Re-Entry Orientation Proposal with anticipated expenses. (Submit proposal BEFORE making any financial commitments.)
2. Flex Program Manager approves, and money is advanced to the Coordinator.
3. Flex Cluster Leader submits receipts.

NOTE: This Re-Entry Orientation is ONLY for FLEX students. Each FLEX student must make a presentation about his or her Community Service Project.

FLEX Forms

• FLEX Civic Education Workshop Application
• FLEX Supplemental Allowance Form (review with hosts at Orientation)
• FLEX Expense Request & Activity Proposal (use for Orientations, Enhancements, Re-Entry)
• Community Service Report & Monthly Hours Form
• Coordinator Monthly Reports
• Coordinator Progress Reports (each semester, due 12/15 and 5/15)
  (Note: Coordinator Monthly Reports and progress reports are available in the online training website)
• Student Monthly Reports
• Host Mid-Semester Reports
• Student, Host and School Surveys (mailed to participants each semester)
  

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