of 35/35
NC CFW Expenditure reports How to complete and submit an expenditure report

NC CFW Expenditure reports How to complete and submit an expenditure report Expenditure reports How to complete and submit an expenditure report

  • View
    215

  • Download
    1

Embed Size (px)

Text of NC CFW Expenditure reports How to complete and submit an expenditure report Expenditure reports How...

  • NC CFW

    Expenditure reports

    How to complete and submit an expenditure report

  • Expenditure reportswww.nccfwdvc.com/grants.htmDomestic Violence

    Marriage License Fee

    Sexual Assault

    Divorce Filing Fee

  • Expenditure reportswww.nccfwdvc.com/grants.htmDomestic ViolenceMarriage License FeeSexual AssaultDivorce Filing Fee

    Funds are not issued monthly but the reports are due monthly

  • Completion of reportsGrantees should attempt to review each report prior to submission to aid with accuracy of document

  • Expenditure reportswww.nccfwdvc.com/grants.htmDomestic ViolenceMarriage License FeeSexual AssaultDivorce Filing Fee

    Each form is in an Excel spreadsheet format that contains workbooks that automatically calculate theline items for each month of the grant cycle with the exception to the Divorce Filing Fee monthly expenditure report.

  • Expenditure reportswww.nccfwdvc.com/grants.htmDivorce Filing Fee

    Due to the 15 month contract period associated with the divorce filing fee, a separate Excel spreadsheet form has been provided for the three (3) extendedmonths

    The extended months pertaining to the Divorce Filing Fee form are.July, August, and September

  • Expenditure reportswww.nccfwdvc.com/grants.htmWill I be able to know my grant fund balance?

  • Expenditure reportswww.nccfwdvc.com/grants.htmEach monthly report will have a column that will contain the previous months actual expense balance. (this does not apply to the July expenditure report)

    This column will provide the ability to know the balance from the previous month.

    This column should aid with being aware of thebalance from month to month.The balance information is also located in the topsection of each report beside the month

  • Expenditure reportswww.nccfwdvc.com/grants.htmUtilization rate.

    Each monthly report will have a utilization rate (percentage %) area

    The utilization rate should provide the ability toknow the rate that grant funds are being expended

  • Expenditure reportswww.nccfwdvc.com/grants.htm

    ALL FORMS ARE LOCATED ON THE WEBSITEDomestic Violencefunding code 1781Marriage License Feefunding code 1782Sexual Assaultfunding code 1734Divorce Filing Feefunding code 1732-7325

  • FYI

    Grant funds shall not be supplanted

    Grant funds shall not be co-mingled

  • Expenditure reportswww.nccfwdvc.com/grants.htm

    DV,MLF, SA, and DFF expenditure reports are due by the 15th of each month

    Faxed copies are not acceptable

    Scanned/emailed documents must be approved by assigned grants administrator prior to submission

  • Expenditure reportswww.nccfwdvc.com/grants.htmAre required to provide fiscal accountability of the use of the grant funds

    Should be submitted each month even if an expenditure has not occurred

    Should cover expenditures that have occurred during that month only

    Should be submitted for each month of the grant cycle

  • Expenditure reportswww.nccfwdvc.com/grants.htmShould be in compliance with applicable laws, regulations and guidelines

    Transactions should be properly recorded and accounted for

    Should be associated with the grant funds allocatedi.e. domestic violence expenditures should not be utilized for displaced homemaker expenditures

  • The Expenditure Report

  • The Displaced Homemaker financial status reportwww.nccfwdvc.com/grants.htmDue three times a yearDue January 20th, July 20th and October 15th Provides expenditures that have occurred during the time frameJuly 1-December 31=due January 20thJanuary 1-June 30=due July 20thJuly 1-September 30=due October 15th(due to the 15 month contract period)Requires summary page for each monthRequires supporting documentation

  • Expenditure reportswww.nccfwdvc.com/grants.htmShould not be altered

    Contains formulas in the cells that auto calculate data

    The auto calculations carry over to the next month

    Each workbook contains a series of worksheets associated with the months of the grant cycle

  • Expenditure reportswww.nccfwdvc.com/grants.htmDomestic Violence grant funds-July 1-June 30

    Marriage License Fee funds-July 1-June 30

    Sexual Assault funds-July 1-June 30

    Displaced Homemaker funds-July 1-September 30

    Divorce Filing Fee funds-July 1-September 30

  • Expenditure reportswww.nccfwdvc.com/grants.htmEach report must be signed and datedEach report must contain a summary pageEach report must contain supporting documentsEach report should be assessed to ensure that all items on the report have been addressed

  • Expenditure reportswww.nccfwdvc.com/grants.htmThe summary page

    Shall list the line item expenditures associated with the monthly cost report

    Shall not be substituted for a supporting document

    The summary page totals should be the same as the monthly reports actual expenses for the month total

  • Expenditure reportswww.nccfwdvc.com/grants.htmSupporting documents

    Receipts InvoicesCheck StubsTime sheets (associated with personnel line items)Lease/rental agreementsAny written documentation that supports the expenditure/cost/line items listed on the monthly report and summary page

    RECORDS MUST BE RETAINED FOR 5 YEARS FROM END OF GRANT OR UNTIL COSTS HAVE BEEN CLOSED OUTRECORDS MUST BE AVAILABLE FOR INSPECTION BY FUNDING AGENCY AND STATE AUDITOR

  • Expenditure reportswww.nccfwdvc.com/grants.htmSupporting documents should provide clarity of the line item listed on the report and summary page

    Grants staff can not guess on the expenditure

    Supporting documents should be presented in the order that they are listed on the monthly report and summary page or should have clear indication of which cost it supports

    The supporting documents total should be the same as the summary page total and monthly reports expenses for the month total

  • Expenditure reportswww.nccfwdvc.com/grants.htmEach report should be assessed to ensurethat all items on the report have beenaddressed

    # of victims served should be addressed (dv, sa, dff)# of presentations should be addressed(dv, sa, and dff reports)

  • Expenditure reportswww.nccfwdvc.com/grants.htmThe final report submitted at the end of the grant cycle should be assessed to ensure that the balance column Reflects 0

    There should not be a negative balance in the balance column on any final expenditure report submitted for that grant cycle

    The expenditure reports are based on the actual grant award amounts Issued during that grant cycle

    Example:Domestic violence final grant award amount= $45,324.32The final June report should not have a final balance of -$1000.00

  • Expenditure reportswww.nccfwdvc.com/grants.htmCHECKLIST

    Month is listed on reportProgram name is listed on reportTax identification # is listed on reportCounty location is listed on reportExpenditure amount is listed beside the appropriate monthGrand total expenditures and year-to-date expenditures matchActual budget column reflects the grant award amount

  • Monthly expenditure reportswww.nccfwdvc.com/grants.htmCHECKLIST

    Actual expenses pertain only to the expenses incurred during that monthPersonnel line items list names/titles separately

    The totals on the monthly report, summary page, and supporting documents are the sameNew line items have not been created

    Report has been signed Report has printed nameReport has been datedReport has #of clients servedReport has # of educational presentations

  • Equipment Inventory ListIs due January 20th and July 20thJanuary 20th listlists items purchased from July 1-Dec. 31July 20th listlist items purchase from Jan 1-June 30

    The excel form will have tabs for each grant award

    An inventory list for each grant award must be provided each due date(dvmlfsa...dhdff)

  • FYI The grant administrator must approve any equipment purchased with grant funds prior to acquisition.

    The inventory form provides the ability for grantee to provide pertinent information pertaining to equipment purchases made with each specific grant fundAll equipment must be tagged with a fixed asset label and records have to be maintained. The equipment remains with the local entity.

  • Budget Transfer Request BTR

  • Budget Transfer Request formwww.nccfwdvc.com/grants.htmExisting line item amounts can be transferred

    An existing line item amount can be transferred to or from another existing line item amount

    Transfer of funds can only be occur uponcompletion and approval of a budget transferrequest

  • Budget Transfer Request formwww.nccfwdvc.com/grants.htm

    The budget transfer request form is located onthe website

    The budget transfer request form must be submitted to assigned regiondirector initially for approval

    The assigned region director will submit the budget transfer request toThe assigned grants administrator for final approval

    Transfer of funds can only be occur upon completion and approval of a budget transfer request

  • Submission of reportsThe original dated and signed report must be submitted to assigned grants administratorA copy of the report should be submitted to the assigned region director

    FAXED DOCUMENTS are not allowedEMAILED DOCUMENTS will require Grants Administrators approval prior to submission

  • Submission of reportsUS MAIL ADDRESS:ATTENTION: NC CFW GRANTS SECTION1320 MAIL SERVICE CENTERRALEIGH NC 27699-1320

    (FEDEX/UPS)PHYSICAL ADDRESS:ATTENTION: NC CFW GRANTS SECTION422 NORTH BLOUNT STREETRALEIGH NC 27601

  • Submission of reportsThe original dated and signed report must be submitted to assigned grants administrator

    A copy of the report should be submitted to the assigned region director

    FAXED DOCUMENTS WILL NOT BE ACCEPTED

    EMAILED DOCUMENTS WILL NOT BE ACCEPTED WITH OUT GRANTS ADMINISTRATORS APPROVAL

  • Whenever in doubtContact your assigned grants administrator and/or assigned region director

    Toll free#-1-877-502-9898

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory

    Links - Often times victims have no where to turn. When a victim contacts our organization we provide them with relevant information on available services, support groups, emergency crisis services available in their communities - Directory