Convert Pooled External Coaching Dollars to QI Dollars


Preliminary

Not every Sugar user can perform this action.  Determine if you can perform this transfer based on your budget.  Then, only the Grant Lead can perform this transfer.


It helps to think of Coaching Requisitions as $100.00 bills.  One Coaching hour is one (1) $100.00 bill.  So, if your council's Coaching rate is less than that, ecConnect/Sugar splits it into two shares.  One share is allocated for Direct Coaching hours.  The other share is allocated for the Council's Pooled (aka Discretionary) fund.  


That means that if your External Coaching Rate is $100 per hour, every coaching hour is accounted for and the entire amount goes to the Provider's Requisition.  If your External Coaching Rate is less than $100 per hour, every coaching hour is accounted for by splitting the difference between the Provider and the Councils Pooled External Coaching Requisition.


Compare Pooled External Coaching Requisition Remaining Balance to Conversion Request Amount

At the time this solution is being written, Councils are benefiting from the RTT-GAE Funding Stream.  Pooled QI Funds behave uniquely with this Funding Stream, since it's balance determines what will happen.  Compare the balance of your Conversion with the balance of the Pooled QI Requisition Funds.  If the Pooled Balance is greater than your Conversion request amount, all the money will pull from the Pooled QI Funds.  If it is less, then the funds will pull from the RTT-GAE, and leave your Pooled Funds untouched.


Newly Approved Applications

Newly approved Applications will drain the Pooled Funds.  If a Council's Pooled External Coaching Requisition Remaining Balance is positive, a newly approved Application will sweep up those funds before it pulls from the RTT-GAE.  


Councils Whose Coaching Rate is Less Than $100.00 per Hour
Councils whose coaching rate is less than $100.00 per hour employ External Coaches.  Since the Internal Coaching Requisition was created by the Application approval, its default coaching rate is $100.00 per hour.  That conversion from Internal to External Coaching must be performed first.  Then, each coaching hour gets split into two amounts.


Split Example1

321Takeoff Daycare has an external coaching rate of $50.00 per hour.

Each coaching hour gets split $50.00 per hour to Provider, $50.00 per hour to the Council's Pooled External Coaching Requisition


Split Example2

2,1,ZeroTouchdown Daycare has an external coaching rate of $75.00 per hour.

Each coaching hour gets split $75.00 per hour to the Provider, $25.00 per hour to the Councils Pooled External coaching Requisition.


Steps

  1. Go to the Funding Stream
  2. Click on the External Coaching Detail Tab
  3. Scroll down to the Council Pooled External Coaching Requisition Panel
  4. There are two relevant data fields
    • Pooled External Coaching Requisition Funds (NEW)
    • Pooled External Coaching Requisition Remaining Balance
  5. Look at their balances and use them to create a support ticket.  Keep an eye on the External Coaching Requisition Remaining Balance, since an Approved application will zero out its balance.


Caveat

ECCLA recommends performing this transfer one Requisition at a time.  That way, the Pooled External Coaching Requisition Remaining Balance is easier to track.  If more than one, the amounts will be summed, and difficult to track.


Ticket

Wording should go like this...

I need to transfer $55.26 from my RTT External Coaching Pool to expenses tracked outside of Sugar.  Current amount is $2,534.32.

 $2,534.32

    - $55.26

--------------

$2,479.06.  

Other direct expenses total currently: 90,700.65 + 55.26 = $90,755.91.


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