Shasta Head Start will match at least 25% of federal funds under the grant terms and conditions. These matching contributions will be documented and maintained by the accounting department. The documentation will include at a minimum the following:

Rational and objective valuation of the material or service being contributed. Valuation documentation will remain in accounting and be updated annually
In Kind is only allowable if it is something Shasta Head Start would pay for as an allowable expenditure under the Head Start Grant terms and conditions

Process

Each month all In Kind is submitted to Area Manager’s using a dedicated In Kind file folder labeled with the center code containing all original In Kind forms as well as a 9×12 manila envelope labeled PCAR with the center code, month, and year being submitted. File folders labeled with the center code, 9×12 manila envelopes, and PCAR center code labels will be provided by the Operations Clerical Support at the beginning of the fiscal year and upon request as needed

a. Place all original completed In Kind forms in a file folder (e.g., PCAR logs, Professional, Community, and Parent Volunteers, and Supplies and Materials)

b. Place a copy of the PCAR log and the PCAR activity records in a 9×12 manila envelope with the center code label in the upper left corner. Write the month and year being submitted on the label

c. Place the manila envelope in the In Kind file folder

NOTE: Multiple months may be submitted in a month. However, each month must have its own PCAR log and 9×12 manila envelope correctly labeled corresponding to the month inside.

2. Area Manager’s review and approve all In Kind

3. After approved, In Kind is placed in the “In Kind basket” in the reception area at the Admin Office

Parent/Child Activity Record In Kind Log

Parent/Child Home Activity Record is used to document parent/child home activities completed by the parent each week
Staff verify the parent signatures, total the hours documented on the Parent/Child Activity Record, and transfers the grand total of all weeks in the month to the Parent/Child Activity Record In Kind Log. Once complete, staff will sign and date. Round all times to the nearest quarter hour
No more than 60hrs/month can be documented per child on the Parent/Child Activity Record In-kind Log. Parents, however, are encouraged to turn in all Parent/Child Activity Records

Community Volunteer Sheet

Community Volunteer Sheet is used to document non-professional volunteers, such as grandparents, involvement in the classroom
Staff verifies the Community Volunteer has completed and signed the form
One form can be used for multiple volunteers for each month

Professional Volunteer Sheet

Professional Volunteer Sheet is used to document professional volunteers, such as speech therapist, working with the children in the classroom, police office/firefighter supporting the classroom curriculum
Staff verifies the Professional Volunteer has completed and signed the form
One form can be used for multiple volunteers for each month

Parent In Kind Sign In Sheet

Parent In Kind Sign In Sheet is used to document parent involvement in the classroom
Staff verifies the Parent Volunteer has completed and signed the form
One form can be used for multiple volunteers for each month

Supplies & Materials In Kind Contributions

Supplies & Materials In Kind Contributions is used to document parent donations to the classroom
Staff documents the contributor, quantity, description, value of the items, and obtains the signature and date of the contributor. Staff signs the form certifying the receipt
Supplies & Materials donations to the classroom should be on the List of Supplies