Instructions
Please note
If you are editing a program, make sure you only have one Dashboard tab open. Having multiple tabs open can cause programs to merge.
MELSA has made some changes to the Legacy website that we hope will:
- Complete the payment process, i.e., connecting your payment request back to the program information on the website
- Provide a tool for tracking required information
- Offer reporting functionality so you can monitor your Legacy programs
An overview of the new and improved site: when you enter the new site, you will see that the “Dashboard” now has two sections, “My Tasks” and “My Requests.” My Requests is a listing of all Legacy programs entered by your library system. My Tasks is a listing of programs entered by your system that are flagged because information, including W-9s, contracts, program outcomes, or unsubmitted payment requests, is missing.
Once you have created a program request, you will see two sections or tabs: Program and Payment. The Program tab lists the details of the Program you entered and is also where you will enter your outcomes and attendance numbers. On the Payment tab, you will enter details about the vendor partners to be paid and create payment requests for these vendors and/or request reimbursements back to your library system. Your payment requests can now be emailed to MELSA from this site, or printed to send to MELSA along with supporting documentation for your request.
To enter a new program:
- From the dashboard page, click the “Create New Program Request” button on the right menu.
- On the Program Information page, enter information for the library contact and program information. Save request when completed.
To enter vendor information:
- From the dashboard, click “edit” by the program title under My Requests.
- Under the “Payments” tab, click “New Vendor.”
- Enter vendor information and click “Save Vendor.” The vendor will now appear on the list below.
- Instruct vendors to send completed W-9 and contract. MELSA will enter the date received into the dashboard after the W-9 and contract arrive at the MELSA office.
- Repeat for each additional vendor within this specific program.
To request payment for a program:
- From the dashboard, click “edit” by the program title under My Requests. After MELSA has entered the dates for the W-9 and contracts, click on the “payments” link in the payments column of the Payments page to complete request (note: this link will only be available after the W-9 and contract have been received and verified by MELSA).
- Click the “New Payment Request” button at the bottom of the page.
- Complete the Payment Request form for this specific vendor.
- If all necessary documentation has already been sent to MELSA (or none is required), select the radial button stating that, “This payment request is complete. No additional documentation will be sent” and then submit the payment request.
- If documentation still needs to be sent to MELSA, please select the second radial button and hit save for later.
- After saving the request for later, click the “Print Payment Form” link. Send this copy of the payment request to MELSA with the supporting documentation attached.
- Once the documentation has been sent, return to the payment request and submit it electronically by selecting the radial button by “This request is complete…” and hit the “Submit Payment Request” button. This will update your report information.
- An email with the submitted Payment Request will be sent to Melinda for review and authorization. Mona will then issue payments.
To request a reimbursement for your library system:
- From the dashboard, click “edit” by the program title under My Requests. Select the “Payments” tab, and then click on the “reimbursements” link. Select the “New Reimbursement Request” button and complete the form similarly to the vendor payment request.
- An email with the submitted Reimbursement Request will be sent to Melinda for review and authorization. Mona will then issue payments.
To enter program outcomes:
- From the dashboard, click “edit” for the program you wish to enter information for (either from My Tasks or My Requests).
- Select the “Record Outcomes” button the right menu.
- The program request information will appear, along with new fields to record outcomes.
- Complete the “Actual Outcomes” and “Audience Attendance” fields.
- Click “Save Outcome” when completed.
To print a program page:
- Select the “Save as PDF” button on the right under the “Actions” menu.
My Tasks:
- A program will appear under the My Tasks section if any of the following pieces of information is missing: W-9 and contract to the MELSA office, program outcomes, or incomplete payment requests. In order for incomplete payment requests to appear under the My Tasks, vendor information must be entered initially. Note: if more than one piece is missing, a single program may show up more than once under My Tasks.
To Access Reports:
- From the dashboard, click the “Export to Excel” button above list of all programs (below the My Task box) to download a spreadsheet summarizing all programs within your system. The report includes the total dollar amount requested and additional program details (in the second worksheet tab).
Resources and Documents Page:
- Documents, including a copy of the contract, W-9 form, MELSA logos, Legacy logos, etc. can be found under the “Resources and Documents” link on the left menu.
Previous Fiscal Year Programs:
- Information from previous fiscal years is available by selecting the period on the pull-down menu under the My Tasks box on the dashboard. Note: information prior to January 1, 2011 will not have payment information available.
Navigation:
- Avoid using the back arrow in your browser; use the “Menu” or “Action” links on the sides of your screen.
