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NEIGHBORHOOD REINVESTMENT PROGRAM

NEIGHBORHOOD REINVESTMENT PROGRAM. DOCUMENTATION OF GRANT EXPENDITURES INSTRUCTIONS. DOCUMENTATION OF GRANT EXPENDITURES INSTRUCTIONS. The Grant Expenditure report MUST include the following: 1. Cover letter on letterhead detailing how the grant funds were spent .

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NEIGHBORHOOD REINVESTMENT PROGRAM

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  1. NEIGHBORHOOD REINVESTMENT PROGRAM DOCUMENTATION OF GRANT EXPENDITURES INSTRUCTIONS

  2. DOCUMENTATION OF GRANT EXPENDITURES INSTRUCTIONS The Grant Expenditure report MUST include the following: 1. Cover letter on letterhead detailing how the grant funds were spent. 2. Completed Documentation of Grant Expenditures Form. 3. Completed List of Expenditures Form. 4. Proof of expenditures (supporting documentation) for the entire grant amount. Provide an item number for each invoice, receipt, check and bank statement that corresponds to the associated line on the List of Expenditures.

  3. Cover Letter on Letterhead - Detail How Grant Funds Were Spent Detail how grant funds were spent

  4. Completed Documentation of Grant Expenditures Form 1 Please Note: 2 3 1 Two Different Staff 4

  5. Completed List of Expenditures Form • Indicate item number on each supporting document • Supporting • documents • include: • Invoice • Cancelled Check • Bank Statement • Other Back up

  6. Proof of Expenditures - Supporting Documentation Supporting documentation consists of the following: • Invoices: • Must show date of purchase, place of purchase, items purchased, amount paid and method of payment. • Proof of payment: • Cancelled check image from bank statement or from bank’s website; • Check stubs and bank statements showing that the checks cleared; • Credit card statements. • Note: Reimbursements to employees must include invoices, receipts and a reimbursement form signed by the appropriate-level authorizer.

  7. Item 1 INVOICE Furniture Unlimited $12,000 Item 1

  8. Item 1 CANCELLED CHECK Furniture Unlimited $12,000 Item 1 Item 1

  9. Item 1 BANK STATEMENT Furniture Unlimited $12,000 Item 1

  10. Item 2 INVOICE Discount School Supply $ 4,000 Item 2

  11. Bank Statement Download from Internet Item 2 CANCELLED CHECK Discount School Supply $ 4,000 Item 2

  12. Item 3 STAFF REIMBURSEMENT FORM To: Laura Brown for purchase at Office Inc. $ 200.00 Item 3

  13. Item 3 INVOICE Office Inc. $ 200.00 Item 3

  14. Bank Statement Download from Internet Item 3 CANCELLED CHECK To reimburse Laura Brown for purchase at Office Inc. $200.00 Item 3 Item 3

  15. Item 3 BANK STATEMENT Staff reimbursement for purchase at Office Inc. $ 200.00 Item 3

  16. Item 4 INVOICE Print 4 U $ 3,000.00 Item 4

  17. Item 4 CREDIT CARD STATEMENT Print 4 U $ 3,000.00 Item 4

  18. Do's and Don‘t • Do: • Submit documentation on time. • Augment grant documentation with visual evidence such as “before and after” pictures of an improvement project, flyers produced to advertise an event, or other materials developed with the funds. • Document more than the amount of the grant to ensure expended funds can be fully accounted for. • Don’t • Use CASH for purchases. Whenever possible, pay with organization check or credit card for best evidence of purchase. • Claim expenditures under this grant program for which your organization has or will claim from any other source.

  19. Tip Sheet Create a file to retain all grant documents: Organizations receive Grant Documentation forms along with the check and copy of the executed agreement. Keep original receipts, bank statements, etc. for documentation purposes. Keep a copy of the documentation package submitted for your records. Maintain records for a period of not less than four years following submission.

  20. Tip Sheet - Continued • Online banking and reconciliation: • Reconcile on a monthly basis • Download cancelled checks and bank statement monthly. These items are required for documentation. • Reimbursements: Submit a completed reimbursement form for any funds paid to staff to reimburse for grant purchases. • Sample reimbursement form is available on the NRP website For clarification of grant purpose or changes to the scope of your project, contact: Toosdhi M. McGowan, Neighborhood Reinvestment Program Coordinator, Office of Financial Planning, at (619) 531-4887.

  21. Reference Materials Documentation of Grant Expenditures Instructions and Documentation of Grant Expenditures Form (pink-colored paper) are mailed with grant check and executed grant agreement. Sample: DOGE Package Forms: NRP GEI Forms Website: www.sdcounty.ca.gov/auditor/nrp.html Board of Supervisors Policy B-72: Neighborhood Reinvestment Program www.sdcounty.ca.gov/cob/docs/policy/B-72.pdf

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