Renewing a RIF Program

Guidelines

• Use the RIF Account Management System (RAMS) to submit renewal documents (invoices, proposals, and performance reports).

• Proposals are due the first day of the month in which a program’s service year ends. For example, if your contract period ends May 31, your renewal proposal is due on May 1.

• Performance reports are due no later than the last day of the service period. However, to ensure that your report is reviewed in a timely manner, we request that you submit it at least 30 days before the service year ends.

• If the proposal is approved, the program coordinator signature, the authorizing official of your organization must sign the RIF Service Agreement. An authorizing official has the authority to permit the local program to operate, and he or she generally has administrative or fiscal responsibility for the sponsoring organization.

• Sponsoring organizations must retain paperwork for five years (see paragraph 28 of your Service Agreement, "Examination of Records") or as long as your organization requires.

Best Practices

Proposals go through two or three stages of review, depending upon the size of the federal matching share. A RIF program account representative reviews renewals, and an authorized RIF employee reviews and signs the Service Agreement. The agreement is then electronically sent to the local program for the authorizing official and coordinator to countersign. There are several steps you can take to ensure this process goes smoothly:

• Submit your performance report at least 30 days before the end of the program service year.

• Process all invoices within 30 days of the invoice date.

• Use RAMS to send all required documentation before the program's service year ends. This includes your proposal, performance report, and any book invoices for which you are requesting RIF funds. RIF staff strive to commence or renew services within 14 days of the completion of all paperwork, or no later than two weeks after the program's termination date, which is always the last day of the month.

• A program account representative may contact you by e-mail or phone to review your proposal, performance report, and/or any outstanding invoice issues. Your funding for the next service period could become jeopardized if your program account representative cannot reach you in a timely manner.

• Keep RIF updated on your program coordinator’s name and contact information. Be sure to provide alternate contact information if your organization is closed during the summer months.

• If you do not hear from RIF within 15 days of the end of your service period, contact a program account representative.

Need Help? Call us now at 1-877-RIF-READ (743-7323).