HPNAP Operation Support & Equipment: Documenting Expenditure Claims Presented by: Tisha Huggins With: Sarah Miller-Locke
Introductions • Tisha Huggins Finance Associate Food Bank of CNY Contact: 315-437-1899, ext. 269 thuggins@foodbankcny.org • Sarah Miller-Locke Director of Strategic Initiatives Food Bank of CNY
Importance of Documentation • Accountability to funding source (grantor) Grantee must prove expenditures . . . . . . comply with intent & purpose of the grant . . . were made for the claimed amounts . . . were reasonable & completed within time frame Grantor(s): Food Bank of CNY – NY State & Federal Governments – Tax Payer Grantee: Program Partner Agencies
Documentation Required Grant Documentation Submission Form Food Bank of Central New York 2015-2016 HPNAP Operations Support Grant Documentation Submission Form For the Period : to Quarter: __________ Agency No.: Agency Name: Grant Category: Total Award: Grant Document Document Payment Expenditure Type Document Description Service Period Amount Document Claim ($) 1 2 3 12 Total Expenditure Claim This Period: Submitted by: Food Bank Use Only Signature:
Documentation Required • Proof of “Purchase” – documents showing what, when, how many, cost to the agency, etc. ( e.g. copy of invoice, receipt, time sheet, lease, travel log, delivery document, . . . ) AND • Proof of Payment – documents proving that the “purchase” was actually paid to the vendor or employee. (e.g. cancelled check, payroll register, bank statement, . . .)
Completing Form Food Bank of Central New York 2015-2016 HPNAP Operations Support Grant Documentation Submission Form Quarter: For the Period : 07/01/15 to 10/01/15 __________ 1 Agency No.: 20000 Agency Name:Food For All Pantry Grant Category:Utilities Total Award: $3,000 Document Payment Grant Expenditure Document Type Document Description Service Period Amount Document Claim ($) 7/1/15 - 1 Invoice National Grid 7/31/15 $284.35 Canc Ck $ 113.74 7/1/15 - 2 Statement Bank Statement 7/31/15 $284.35 Ck # 1056 7/1/15 - 3 Invoice Enbridge 7/31/15 $ 321.45 Canc Ck $128.58 7/1/15 - 4 Statement Bank Statement 7/31/15 $321.45 Ck # 1061 5 6 Total Expenditu re Claim This Period: $242.32 Submitted by: Food Bank Use Only Signature: Date: Contact e-mail: Contact Phone No.: Form instructions on the back. See grant application, award forms, and documentation guidelines for additional information.
Documentation – Notes & Reminders • Include your program number and name • Complete a Documentation Submission Form each quarter ( this is Required ) • Indicate the amount you are claiming • Complete separate Forms if you have more than one grant award • Sign
Equipment • Invoice and Delivery documents AND • If paid by agency check – need copy of cancelled check OR copy of bank statement showing check clearing account OR If paid by agency debit card/ACH – need copy of bank statement showing item clearing account OR If paid by agency credit card – need copies of credit card statement AND cancelled check or bank statement that credit card was paid.
Equipment – Notes & Reminders • Buy exactly the equipment that was approved • Purchase and install the equipment as soon possible after July 1 st • Submit all paperwork to FBCNY as soon as possible and before November 15th • Do Not supplement grant funds to buy an “alternative,” “better,” or “larger” equipment item
Utilities • Utility Invoice (NOT a utility statement) – FULL Bill with detail of delivery/usage AND • If paid by check – need copy of cancelled check OR copy of bank statement showing check clearing account OR If paid by agency debit card/ACH – need copy of bank statement showing item clearing account OR If paid by agency credit card – need copies of credit card statement AND cancelled check or bank statement that credit card was paid.
How much can I claim? The amount of utility costs incurred that may be claimed is based upon the percentage of responsibility you identified in your application Example: If expenditures documented = $200 AND the program is responsible for 25% of each bill because it occupies 25% of the space to which the utility bill applies, then the grant claim amount is $50. ($200 x .25 = $50)
Budget Plans • Generally, the amount counted towards the grant is based upon the actual usage BUT Is limited by the amount actually paid to the utility company within the grant period • Therefore, both usage and amounts paid must be verified
Budget Plan Example • ASSUME: Budget plan payment is $100/month July usage = $15 August usage = $30 September usage = $120 October usage = $250 November usage = $350 December usage = $500
Budget Plan Example, cont. At end of the First Quarter : Cost of usage = $165 ($15+$30+$120) Payments made = $300 ($100+$100+$100) Grant claim is for $165 Excess of payments made to date = $135
Budget Plan Example, cont. At end of the Second Quarter: Cost of usage = $1,100 ($250+$350+500) Payments + Credit from last quarter = $435 ($100+$100+$100+$135) Grant claim is for $435 Excess usage not yet paid = $665
Prepayment of Utilities If you “prepay” a large sum for utilities BEFORE July 1st, the payment will not be considered in the grant period starting July 1 st since it did not occur within the grant period AND Any usage paid for by that pre-payment will not be considered against the grant. BOTH USAGE AND PAYMENT MUST OCCUR WITHIN THE GRANT PERIOD
Utilities – Notes & Reminders • Keep complete copies of all invoices as each is paid • Apply the stated percentage from your application to your calculation • Track dollars paid vs. usage cost when on a budget plan • Do Not wait to receive the HPNAP funds before paying utility bills (HPNAP is ONLY supplemental) • Telephone bills, sewer charges, internet costs, etc. are NOT utility costs under this grant
Staff • Time Sheet copy – Ideally, signed by supervisor and clearly identifies direct food service time worked by the employee AND • Payroll Register copy (Third party produced) OR Cancelled Payroll Check copy *Gross pay must be clearly identifiable* Actual direct food service hours OR verifiable percentage of time spent on food service will determine amount applicable to the grant .
Time Sheets • Show a record of all hours worked each day • Identify hours specific to direct food service • Total hours recorded should equal hours paid • Signed by employee • Signed by supervisor (Employee cannot sign for both) *Requirement of the grant even if not required by your internal payroll processes*
Payroll Registers • One of two options for proof of payment • Must be produced by a third party payroll processing company (note – the program’s bookkeeper is NOT a third party) • Other third party payroll documents may be substituted but only with Food Bank approval • An internally generated report showing payroll data is NOT a third party document even if the source of the data is a third party
Staff – Notes & Reminders • Maintain signed time sheets for all pay periods • Provide full pages from payroll registers • Provide the name of the employee, current pay rate, and title for which funding is requested • Do not use a pay stub or W-2 as a substitute for a payroll register or a cancelled check • Do not include fringe benefits including FICA in your claim – fringe is not included in this grant
Space • Lease copy – A complete copy of the lease currently in effect must be provided. If the lease expires during the grant year, a copy of the new lease must be provided AND • Cancelled check – A copy of the cancelled check matching the payment required by the lease OR a copy of the bank statement showing check clearing account
Space – Notes & Reminders • Clearly identify month of payment when making grant claim • Keep leases current – payments made after a lease expiration with no new lease in place cannot be claimed on the grant
Food Service Disposables • Invoices/Receipts – detail of items purchased AND • If paid by check – need copy of cancelled check OR copy of bank statement showing check clearing account OR If paid by agency debit card/ACH – need copy of bank statement showing item clearing account OR If paid by agency credit card – need copies of credit card statement AND cancelled check or bank statement showing credit card was paid.
Disposables – Notes & Reminders • Provide descriptions and details of items purchased if not clearly described on receipts • Provide cancelled checks, bank statements, etc. for all purchases made through Food Bank • Submit paperwork for only allowable items (e.g. office supplies, cleaning supplies, and trash bags are not allowable)
Operation Support Reminders • Keep complete copies of everything you submit for your own records • Review your application and award letter to ensure your OS documentation accurately reflects your representations and your award • Submit your paperwork quarterly and on-time • Attach all required supporting documents • Share the grant documents and requirements with your financial persons now so they can help you with gathering documentation
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