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5/8/2014 Created Version 1|E.

Lockett Invoice Process to support


Superintendent Procedure 4260SP
1

Process for Invoicing Schedules In FSDirect
Invoicing is for all Organization Types with the exception of Group 1 District Internal.

Each charging category on the rate sheet should be accounted for when invoicing a schedule. They are as follows:

A. Facility Space
B. Administration Fee
C. Change Fee(s)
D. Custodial /Security Staffing
E. Heating/Cooling/Ventilation
A. FACILITY SPACE FEE(S)
Hourly rates should be checked on the invoices to confirm they agree with the rate sheet. However, rates should not
be changed when invoicing and using Facility Use Fees to generate an invoice. Please contact Eleanor Lockett re:
questions about hourly rates.
The invoice should be checked that hours for rental fees include Setup Begin Time and Breakdown End Time if they
are different than Start Time and End Time.
The Description and the hourly rate should match. (i.e. heating/cooling startup should be $141.95 not $18.35)
Parking Lot fees should not be charged if interior space in the building has been rented for an event.

Facility Space Fees are not charged to the following Organization Types:
Group 1 District Internal
Group 1a Community, Rent Waived
Group 1c Community Nights in School Libraries (Review the document 120906PR-Community Nights Fact
Sheet)
Parks Department
B. ADMINISTRATION FEE
Administration Fee is non-refundable. If an event is canceled, the organization still pays the administration fee.

An Administration Fee should not be charged for the following schedules:
If schedules are for the same event but different times on the same date or next day
If schedules are a recurring schedule that is a continuation of five days a week
If the schedules are for Seattle Parks Department, PTA, PTSA or SEA, or Booster Clubs

C. CHANGE FEE(S)
Look for notes regarding change(s) under Billing Comments, Other Needs, & Event Description on schedules.
First change request to the schedule is free. Each change after the first change request is $10.00 per change.
5/8/2014 Created Version 1|E. Lockett Invoice Process to support
Superintendent Procedure 4260SP
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D. CUSTODIAL STAFFING/SECURITY
Custodial Fees should be charged for the following schedules:
Event is scheduled on the weekend
Event is scheduled outside of school day custodial hours. Custodial hours need to be confirmed for the building
prior to invoicing the schedule. The hours for the custodian may be confirmed with the Assignment Desk. This
does not occur very often.
If Saturday/weekday custodial services extend past midnight on the same schedule, ensure the Sunday/Holiday
rate is charged after midnight on the invoice.
Event is scheduled during a school break outside of custodial service hours. Custodial Service hours during the
school breaks are 7:00am 3:30pm.
Events scheduled prior to 7:30am should be charged custodial fees.
Events scheduled from 3:00pm and beyond should be charged custodial fees.

Custodial Fees should not be charged for the following schedules:
PTA events on a school day are not charged custodial services unless special assistance is requested or the event
extends past the time custodial services are provided. If special services are requested such as extensive cleanup
or chairs to be setup, custodial services will be charged.
A school event or PTA event is scheduled at a building that the custodian leaves early.
Consult the list of schools provided below that the custodian has split a shift in the evening and leaves the noted
building/location early.
CustodialSpiltShifts
Location
End Time
Alki 8:00 PM
Bagley 8:55 PM
Lawton 8:45 PM
Loyal Heights 7:30 PM
McDonald 9:25 PM
McGilvra 7:00 PM
Montlake 6:30 PM
Muir 9:10 PM
North Beach 6:00 PM
Northgate 8:15 PM
Olympic Hills 9:15 PM
Olympic View 9:30 PM
Pinehurst 7:30 PM
Rainier View 7:30 PM
Rogers 7:30 PM
Roxhill 10:10 PM
Sacajawea 6:15 PM
Sand Point 7:50 PM
South Lake 7:30 PM
Thornton Crk @ Decatur 8:45 PM
Viewlands 9:40 PM

5/8/2014 Created Version 1|E. Lockett Invoice Process to support
Superintendent Procedure 4260SP
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F. Heating and Cooling/Ventilation
Heating/Cooling/Ventilation should be charged according to the rate sheet.
Ensure the number of spaces is charged for hourly heat/cooling/ventilation according to the spaces requested
on the schedule.
Heating Startup is only charged on days school is not in session.
There is no Startup Cost charged for cooling or ventilation.
Heating/Cooling/Ventilation is charged from Start Time to End Time on the schedule.
If Heating/Ventilation/Air Conditioning is selected, they are charged. Even if there is a comment such as, if
needed, if warm weather, if cold weather, depends on the weather, not sure, etc. They are charged on the
invoice per the service requested on the schedule, and may request a change to remove the service if they
decide not to have the service. The change request to remove the HVAC service must be sent to
buildingrental@seattleschools.org with the Schedule ID No. to have the HVAC service request first removed
from the schedule prior to updating the invoice.
Invoicing Information
Due Date
The due date should always be a working day.
The due date should never be a weekend or holiday. (If the requested due date for an invoice is 10 days, the due date
should be ten working days from the date of the invoice. This means the TERMS on the invoice will be more than 10
taken into account weekend dates, holiday(s), etc.)

Pending Notes - Add the pending note(s) from the schedule in the Comment Field on the invoice unless instructed not to
add the note. Add the date invoice was emailed in the Comment Field on the invoice. (Invoice emailed 4/29/14-EL)

Sending invoice - Send invoice to the email address of the Contact Name on the schedule. To avoid typing errors, the
email address should be copied from FSDirect and pasted into the email address.
Subject line of the email should read as follows: SPS Bldg Rental Invoice #_____/ Schedule ID # ________
CC: buildingrental@seattleschools.org on each invoice sent.


******************************* Comments *******************************

Schedules to be Invoiced Schedules ready to be invoiced will be provided by the Building Rental Coordinator.

Do Not Rent - If requested to invoice a schedule and you discover the Organization has been sent to collection, please
send an email to Eleanor re: the collection status.

Responsibility for payment of invoice - The organization on the schedule is responsible for the invoice. If there is an
issue re: who should pay the invoice, the organization, contact person and person booking the event is responsible for
resolving the issue and submitting payment for the invoice in time for due date.

Schedule Updates/Cancelations - If a schedule is updated, charges should be reviewed for updated fees according to
any and all change(s) in schedules. This includes space(s) used, times used, change fees, staffing to include custodial and
security, hvac, etc. Check for notes re: updates to schedule on Billing Comments, Alternative Schedule, Other Needs,
Event Description, Service description for Custodial and Security.

If a schedule is canceled, all charges are removed except the Administrative Fee which is non refundable.

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Changes/Updates All changes and updates should go to the Building Rental Coordinator with the Schedule ID No.
The change request(s) must be sent to buildingrental@seattleschools.org with the Schedule ID No. to have the schedule
updated prior to updating the invoice.

Community Nights in School (Review the document 120906PR-Community Nights Fact Sheet for complete overview)
only apply to schedules that meet the following criteria:

Libraries at all schools.
Any local community group and nonprofit organization is eligible. It is not available for business or commercial uses or
for events that have admissions or fees.
Organizations only pay a $15.00 application fee per reservation (plus any requested custodial or heating and cooling).
The standard $27.65 per hour weekday rental fee is waived.
Reservations are available from 6:00pm 9:00p.m., Monday through Thursday during normal school calendar
academic business days.
Attendance is limited to 50 people per reservation.
No reservations can be made during breaks or on holidays.
Credits from and to Invoices In FSDirect
Credits should not be taken from an invoice attached to a recurring schedule that has future event dates; and re-applied
to another invoice or refunded to the customer. Credits should only be taken from the invoice if all events have
occurred and are in the past.


Please ask questions for new situations that are encountered when invoicing. This document is
incomplete and does not address every scenario/situation that will occur when invoicing. This
document should only serve as a guideline in conjunction with invoicing using the Hourly Building
Rental Rates, Use of School Facilities Policy 4260, Superintendent Procedure 4260SP, and capabilities of
FSDirect software.

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