For Accepted Schools

Memorandum of Understanding (MOU)

A qualified nonpublic school will not receive reimbursement for services until an MOU has been signed by the school and DCAS, and is registered with the NYC Comptroller’s Office. The MOU is effective for three years.

Understanding the MOU - Invoices

Invoicing

Documents required as backup for reimbursement include, but are not limited to, the following:

• Certified invoices from security guard vendor
• Certified payroll reports from security guard vendor
• Security sign-in register (work assignment data)
• Proof of payment from school to the security guard vendor (e.g. cancelled check or bank statement showing ACH transfer)

A qualified non-public school may be reimbursed for allowable costs of a security guard used to provide security services when the school is open for school-related instruction or school-related events. Schools adhering to the rules of the program will be reimbursed for security guards who provide security services only.

Resources for submitting invoices:

• Invoice Submission Instructions
• Invoice Requirements Required Checklist
• Samples:
  • Sample of School Invoice
  • Sample of Security Company Invoice
  • Sample of Certified Payroll Report
  • Sample of Security Sign-in Register
  • Sample of School Sign-in Register
• Prevailing Wage Schedule – 2023/2024 (Updated July 1, 2023)
• Instructions for Sharing Documents via the Document Vault
• Checklist for Insurance Requirements and Sample Documents

Qualified Security Provider List

Nonpublic Schools will have discretion in selecting the security guard vendor from the Qualified Provider List provided by DCAS.

Afterschool Activities

DCAS will use the Pre-Approval Form for Afterschool Activities to review and determine eligibility for additional activities submitted by participating Schools in the NPS program for the current program year. DCAS will provide a determination email for each application submitted. Only receipt of a approval email will qualify an additional activity for coverage under the program. These activities must be submitted for reimbursement with consolidated quarterly invoices in HHS Accelerator.

Auditing

Auditing of schools participating in the program include:

• Observation of schools
• Review of required documents for reimbursement
• Reporting on findings and providing recommendations

Records supporting reimbursement claims must be retained for seven years as per Chapter 14, § 14-08 (a) of Title 55 of the Rules of the City of New York.