Frequently Asked Questions About Cutting Through the Paperwork

• When exactly is RIF paperwork due?
• What documents require original signatures?
• Who can sign as an authorizing official?
• After I submit my proposal, how long does it take for my program to be approved?
• I never received my renewal proposal. How do I obtain a new copy?
• How long should I retain copies of my RIF paperwork?

Q: When exactly is RIF paperwork due?

A: RIF proposals are due the first day of the month in which the program terminates. RIF then enters the proposal information into a database and begins a review of the proposal. For example, if your program terminates May 31, your renewal proposal is due on May 1.

Performance reports are due no later than the termination date.

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Q: What documents require original signatures?

A: Original signatures are in ink, not photocopied or faxed. RIF needs original signatures on the following documents:

Invoice Verification Form (in red or blue ink)
Subcontract Agreement

Any documents requiring original signatures must be mailed to:
Reading Is Fundamental, Inc.
1825 Connecticut Ave., N.W.
Suite 400
Washington, D.C. 20009

RIF can accept photocopied or faxed signatures on the Guidelines Checklist and the Amended Subcontract Agreement.

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Q: Who can sign as an authorizing official?

A: Reading Is Fundamental, Inc. requires that the authorizing official of an organization sign the RIF Subcontract Agreement, the Guidelines Checklist (federal or private), and the Amended Subcontract Agreement.

An authorizing official has the authority to permit the local program to run, and generally has administrative or fiscal responsibility for the sponsoring organization.

If your organization is...	The Authorizing official is...
Board of Education or School District	Superintendent
Public, Private, or Parochial School	Principal
PTA, PTO, Home-School Association or PAC	President or Executive Officer
Public Library	Director
Head Start or Even Start	Executive Director
Boys & Girls Club or Scouts	Executive Director
Service Club or Civic Organization	President or Executive officer

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Q: After I submit my proposal, how long does it take for my program to be approved?

A: RIF staff strive to start or renew programs within 30 days after all paperwork is complete, or no later than 30 days after the program's termination date, which is always the last day of a month.

Proposals go through two or three stages of review, depending upon the size of the federal matching share and the age of the program. Information from the proposal is entered into RIF's database, a program specialist reviews all paperwork, and an authorizing official for RIF countersigns the subcontracts.

There are several steps you can take to ensure this process goes smoothly. First, RIF must receive all required documentation before the program's termination date. This includes the proposal, performance report, guidelines checklist, and in the case of federally funded programs, book distribution reports. You must also submit to RIF's Invoice Department any book invoices for which you are requesting federal matching funds.

A program specialist will call you to review your proposal and performance report. The program specialist must have a phone conversation with the coordinator or authorizing official of the program before it can be renewed. If your program specialist cannot reach you in a timely manner, this may jeopardize your funding for the next contract year.

Please keep RIF updated on the name and contact information of the coordinator. If your program terminates during the months of May to August, please make sure RIF has your home contact information so your program specialist can reach you if your school is closed.

If you do not hear from RIF within 15 days of your termination date, contact a program specialist. You should save a copy of all paperwork submitted to RIF.

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Q: I never received my renewal proposal. How do I obtain a new copy?

A: You should receive a personalized renewal package 30 to 60 days before your termination date. If you do not receive this information please contact a program specialist for your region, who will send a new one right away. This also allows RIF to verify your address information for our database.

For the best ways to avoid problems during the renewal process, read our Rapid Renewal Tips.

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Q: How long should I retain copies of my RIF paperwork?

A: Each program's subcontract agreement requires that the sponsoring organization hold paperwork for five years (see paragraph nine of your subcontract agreement, "Examination of Documents").

It is a good idea for the coordinator and the authorizing official to maintain copies in case of fire or flood, loss, and coordinator or authorizing official turnover.

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