The following items must be submitted to Suzanne/Camp for approval, attached to an email:

• Copy of Voucher for the transaction – Recommendation: do General Purpose Voucher Submission separate from Software Voucher Submission
• Completed Tech Plan Verification Form – Shows where purchased items are being placed AND how they align with Technology Plan (a separate form for each voucher).
• Completed List of Products Purchased Sheet (a separate sheet for each voucher).
• Copy of Checklist Form
• Copy of Cover Letter (see sample)

Items to submit to Settlement Administrator in suggested order:

• NC Microsoft Settlement Consultant CyPres Approval Form (Click here to see a sample Approval Form)– signed and dated by Suzanne or Camp
• Cover letter (see sample)– explain what’s included, differences (if any) between amounts submitted and Invoice/Check amounts, request to withhold OS costs from hardware costs in order to submit hardware on General Purpose and OS on Software Voucher, other pertinent information (Change in Superintendent – include letter from Superintendent stating his/her start date, new school created from 2003 eligible schools, specific eligible schools, etc.). Explain why you reduced district-wide purchases to the percentage of eligible students in the 2004-05 school year.
• Original General Purpose (Software) Voucher signed by superintendent.
• List of Products Purchased (see sample) (spreadsheet from NC Settlement Website)
• Evidence of purchases – Invoice and check copies (See the 5pt invoice criteria listed in number 9)

The following criteria has been provided by the Microsoft Settlement folk. UPC Codes are no longer necessary if the invoices meet the following 5pt invoice criteria. The 5 pt criteria necessary on invoices is as follows:

1. The vendor’s name
2. The date of purchase [not P.O. or requisition date]
3. The product name/description [not Part numbers, please]
4. The product’s unit price & quantity purchased
5. The method of payment [credit card, Terms Net 30/45, On Account, Check, Cash, etc.]
   
   This information must be printed on the invoice/receipt by the vendor not handwritten on the invoice. Purchase Orders/Requisitions and other internal documents are not necessary as Proof of Purchase, and actually slow the voucher processing.

If you use the USPO (US Post Office) to mail your completed Voucher and documentation, send them to:

Settlement Administrator
North Carolina
PO Box 4180
Portland, OR 97208-4180

We would recommend you send it with a signature receipt required.

Only if you are using FedEx or UPS to send your completed Voucher and documentation, send them to:

Microsoft Settlement Administrator – North Carolina
ATTN: Dixie Woodhouse
10300 SW Allen Blvd
Beaverton, OR 97005

We would recommend you send it with a signature receipt required.