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How to report your financial information
A project of the Center for Victims of Torture
How to report your financial informationEach of you have received the following financial reporting forms:
1. Financial Reporting Sheet
3. Invoice Verification Worksheet
5. Timesheet Reporting Template
7. Travel Expense Report
9. Cash Recordbook
11. Accounting Record
We will go through each one now with you.
How to report your financial informationFORM: Your RESPONSIBILITY:
For your own records.Accounting Record
Send one per reporting period, only if applicable.Cash Recordbook
Send one per reporting period, only if applicable.Travel Expense Report
Send one per staff item line included in project budget, per reporting period.
Timesheet Reporting Template
Send one per line item of Financial Reporting Form, per reporting period.Invoice Verification Worksheet
Send one per reporting period (3 total) to New Tactics (Kristin).Financial Reporting Form
1. Financial Reporting Sheet
NED requires that each grant recipients fill out one Financial Report for each reporting period.
August 31June 1 – July 31
June 30Mar 1 – May 30
March 31Dec 1 – Feb 28
Reports dueReporting period
1. Financial Reporting Sheet
It is important that you retain receipts for all expenditures (save these for at least 3 years).
Send these receipts by PDF via e-mail or by FAX
Let’s look at a sample of the Financial Reporting Sheet now.
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,482 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
Your organization’s name
Is here
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,502 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
Be sure to include what the conversion rate of the currency was in each report period.
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,502 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
We will provide you with the basic format with YOUR approved budget and will update the ‘Prior Expenditures’ column.
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,502 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
You will be responsible for filling in these two columns.
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,502 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
The Total Expenditures is the sum of the ‘Prior Expenditures’ and the ‘Expenditures this Period’.
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,502 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
In this example, the “Prior Expenditures” refers to ALL previous report periods.
The NEXT report will show the $4,892 amount at the bottom of this column with just $1,108 remaining of the $6,000 grant.
Form: APFR101SAMPLE FINANCIAL REPORT NED Grant No. 2008-791.0
PERIOD REPORT COVERS: 12/01/2008 – 02/28/2009 GRANTEE: ________________________ (insert beginning and ending dates of reporting period)
CONVERSION INFORMATION: (must be completed if applicable) For the Grantee: “Expenditures This Period” incurred in currency other than US dollars were converted to US dollars for purposes of this report at the rate of = US$1.00
PRIOR EXPENDITURES TOTALLINE ITEM BUDGET EXPENDITURES* THIS PERIOD EXPENDITURESPROGRAM COSTS
Salaries, 8 months $1,872 $ 702 $ 702 $1,402
Communications and Postage 880 80 800 880
Translation Costs 1,688 1,688 0 1,688
Workshop Costs 1,560 0 1,000 1,000
TOTAL PROGRAM COSTS $6,000 $2,390 $2,502 $4,892
Petty Cash 20 GRAND TOTAL $6,000 $2,390 $2,502 $4,892
Non-NED Funding Contributed 100
* "Prior Expenditures" on all reports after the initial Financial Report should be the same as the "Total Expenditures" on the previous report. Any variations must be annotated and explained.
You can add the ‘Petty Cash’ and the ‘Non-NED Funding
Contributed’ line items if they apply.
2. Invoice Verification Worksheet
It is required that each grant partner fills out one Invoice Verification Worksheet for each line item in their Financial Reporting Sheet.
2. Invoice Verification Worksheet
Include a receipt for each item on the Invoice Verification Worksheet.
Include a Timesheet Report and a Salary Voucher for each Invoice Verification Worksheet that records Staff Costs.
NAME OF GRANTEE .................................................................................................... NOTE: THIS FORM IS TO ASSIST YOU IN PREPARING THE SUBMITTED DOCUMENTATION REQUESTED FOR NED’S INVOICE REVIEW.
NED Grant No. 2008-791.0 PLEASE USE THIS FORM(MAKE AS MANY COPIES AS NECESSARY) TO LIST ALL EXPENSES RELATED TO EACH BUDGET CATEGORY
REPORTING PERIOD FROM ......................................TO......................................... SPECIFIED IN “ATTACHMENT B” OF YOUR GRANT AGREEMENT.
LIST OF EXPENSES FOR ......................................................BUDGET CATEGORY (PREPARE A SEPARATE LIST FOR EACH BUDGET CATEGORY)
*PLEASE SUBMIT ONLY PHOTOCOPIES NOT ORIGINALS.
*PLEASE NOTE THAT EACH ITEM OR AMOUNT WRITTEN IN THIS SHEET SHOULD BE SUPPORTED BY AN ATTACHED DOCUMENT (COPY OF TIMESHEET, INVOICE, RECEIPT, CONTRACT OR BILL) WHICH IS NUMBERED AND CORRESPOND TO (REFERENCE/ITEM No.) IN THIS SHEET.
*MAKE SURE THAT THE TOTAL IN EACH BUDGET CATEGORY SHEET CORRESPOND TO THE AMOUNTS REPORTED IN THE FINANCIAL REPORT.
TOTAL
DESCRIPTION OF EXPENSEAMOUNT IN
US $
CONVERSION RATE
AMOUNT IN FOREIGN
CURRENCY
VENDOR/ PAYEE
OR RECIPIENT
INVOICE/RECEIPT
No.
INVOICE
DATE
REFERENCEITEM No.
INVOICE VERIFICATION WORKSHEET
INVOICE VERIFICATION WORKSHEET
NAME OF GRANTEE ...... (Enter Your Organization Name) NOTE: THIS FORM IS TO ASSIST YOU IN PREPARING THE SUBMITTED
NED Grant No. 2008-791.0 PLEASE USE THIS FORM(MAKE AS MANY COPIES AS NECESSARY) TO LIST ALL EXPENSES RELATED TO EACH BUDGET CATEGORY
REPORTING PERIOD FROM .June 15, 2007...TO....September 15, 2007 SPECIFIED IN “ATTACHMENT B” OF YOUR GRANT AGREEMENT.
LIST OF EXPENSES FOR …....Workshops........BUDGET CATEGORY (PREPARE A SEPARATE LIST FOR EACH BUDGET CATEGORY)
DESCRIPTION OF EXPENSEAMOUNT IN
US $
CONVERSION RATE
AMOUNT IN FOREIGN CURRENCY
VENDOR/ PAYEE
OR RECIPIENT
INVOICE/RECEIPT
No.
INVOICEDATE
REFERENCEITEM No.
*PLEASE SUBMIT ONLY PHOTOCOPIES NOT ORIGINALS.*PLEASE NOTE THAT EACH ITEM OR AMOUNT WRITTEN IN THIS SHEET SHOULD BE SUPPORTED BY AN ATTACHED DOCUMENT (COPY OF TIMESHEET, INVOICE, RECEIPT, CONTRACT OR BILL) WHICH IS NUMBERED AND CORRESPOND TO (REFERENCE/ITEM No.) IN THIS SHEET.*MAKE SURE THAT THE TOTAL IN EACH BUDGET CATEGORY SHEET CORRESPOND TO THE AMOUNTS REPORTED IN THE FINANCIAL REPORT.
$1,699.841.61,062.40TOTAL
Purchase of workshop room facility (250), and food and beverages for 50 people at 6.20 per person
$897.201.6560.75YMCA25571509/6/074
25 participants at $14 per participant $560.381.6350.24Travel Per Diems
4526908/15/073
LCD projector$57.011.635.63Equipment Rental
758607/25/072
25 participant packets at $4.63 per packet$185.251.6115.78Workshop materials
25568906/30/071
SAMPLE - INVOICE VERIFICATION WORKSHEET (Workshops budget category)
NAME OF GRANTEE: (Enter Your Organization Name)GRANT NO. 2008-791.0REPORTING PERIOD FROM: ________ TO _________LIST OF EXPENSES FOR Salaries BUDGET CATEGORY
Salary, April 2006120,6428,78253472,24Staff1515.06.067
Taxes to medical insurance federal fund, April 2006
1,5328,782544,00Federal treasure, V. branch
8303.05.066
Taxes to federal budget, April 20068,3428,7825240,00
Federal treasure, V. branch
8503.05.065
Taxes to social insurance fund, April 20064,0328,7825116,00
Federal treasure, V. branch
8703.05.064
Taxes to medical insurance territorial fund, April 2006
2,7828,782580,00Federal treasure, V. branch
8203.05.063
Taxes to superannuation fund, April 200613,8628,7825399,00
Federal treasure, V. branch
8003.05.062
Taxes to superannuation fund, April 20065,5628,7825160,00
Federal treasure, V. branch
8103.05.061
DESCRIPTION OF EXPENSEAMOUNT INUS $
CONVERSION RATE
AMOUNT IN FOREIGN
CURRENCY
VENDOR/ PAYEEOR RECIPIENT
INVOICE/RECEIPT
No.
INVOICEDATE
REFERENCEITEM No.
SAMPLE - INVOICE VERIFICATION WORKSHEET (Salaries budget category)
3. Timesheet reporting form
Reporting Staff costs:
– Be sure to fill out the timesheets provided for each staff person providing time on the project.
• (NOTE: please note other staff contributions even if they are not being paid by the grant, this is part of your in-kind contribution to the project.)
– Provide payment vouchers for all staff salaries or any contract workers being paid by the grant.
Enter staff name & organization
Sample Timesheet
Sample of a Staff Salary Voucher
4. Travel expense report
If travel is being paid for by the New Tactics-NED grant, you are required to fill out this report for each reporting period.
5. Cash Record Book
If your organization adds a ‘petty cash’ item to the Financial Reporting Sheet, then you will also include this Cash Record Book for documentation.
6. Accounting Record
This form is for your records only. You do NOT have to return document to New Tactics.
How to report your financial informationFORM: Your RESPONSIBILITY:
For your own records.Accounting Record
Send one per reporting period, only if applicable.Cash Recordbook
Send one per reporting period, only if applicable.Travel Expense Report
Send one per staff item line included in project budget, per reporting period.
Timesheet Reporting Template
Send one per line item of Financial Reporting Form, per reporting period.Invoice Verification Worksheet
Send one per reporting period (3 total) to New Tactics (Kristin).Financial Reporting Form
How to report your financial information
Any Questions?
How to report your financial information
In addition to sending in a Financial Report each reporting period (and the necessary worksheets and receipts), you will also be required to send a Narrative Report.
We will talk about Narrative
reports during the next
online training in January.
