FVPSA Frequently Asked Questions Expenditure Reports

2018-2019 Expenditure Report FAQs

NOTE TO ALL CURRENT GRANTEES: Continuous submission of monthly FVPSA expenditure reports, quarterly reports, and other required documentation with errors and missed attendance at trainings and on conference calls is documented and can be taken into consideration when grant awards are allocated in the upcoming grant cycles. It is requested that Executive Directors fully review all reports BEFORE signing and submitting the reports. This will lower the chance of delayed reimbursements.

 

  • On what date are the expenditure reports due?
    • FVPSA Expenditure reports are due10th of each month. Must be emailed to  ncfvpsa@doa.nc.gov 

 

  • Can other federal funds be used as the 20% match for the FVPSA funds?
    • No, other federal funds may not be used to cover the 20% match.

 

  • I have an approved Budget Transfer Request form (BTR)  and I can’t make the approved changes to the expenditure report because the workbook is locked.  How do I make my approved changes to my budget?
    • Approved changes can be made on the first expenditure report only. It is recommended to save the workbook before changes are made to the workbook, make approved changes, and then save the workbook again under a different name to ensure all reports are saved before and after the changes are made.

 

  • What are the most common reporting errors that could cause a delay in reimbursement?
    • Late submission of a report
    • If a report is submitted with a mistake and another is submitted the next month before revising the incorrect report
    • Signed documents in any other color ink besides BLUE
    • Totals on expenditure reports do not match totals on summary page
    • Missing supporting documentation to prove reported expenses
    • Miscalculation of FVPSA hours worked by staff
    • Missing second copy of expenditure report

 

  • Is it ok to submit proof of payment dated one month (ex. November) for a reimbursement that is requested on the expenditure report the month prior (ex. October)?
    • Reimbursement can only be reimbursed for expenses that have been spent in that month. A check/proof of payment that has not yet been cut by the last date of the reimbursement month has technically not been paid in that month so submit that proof of payment on the following month’s expenditure report.

 

  • Do the Expenditure Report total and Summary Page budget total amount have to match?
    • Yes, all totals on expenditure reports and summary pages must match.

 

  • Can changes be made to the Actual Budget Amount column on the expenditure report before approval of a Budget Transfer Request (BTR) form has been granted?
    • No, approval of the BTR is need before making any changes to the line item amounts on the expenditure report. Revised Expenditure reports submitted with a BTR requesting the changes that have already been made will be denied.

  • Is a Budget Transfer Request (BTR) form required to make changes to a grantee’s budget?
    • Yes, a BTR is the form used to request moving money from one line item to another open line item.  No changes can be made to the budget without an approved BTR.

 

  • Is proof of payment needed for Indirect Cost line items ?
    • Yes, invoices and proof of payment for the indirect cost line is needed if an agency has opened that line item.

 

  • If the Executive Director is the preparer of the expenditure report does he/she have to sign the expenditure report in both places for the preparer and the Executive director on the form?
    • Yes, if the Executive Director completed the expenditure report, he/she will need to sign on both the line designated for the Executive Director and the line designated for the preparer of the report. Missing signature on Expenditure Report

 

  • In what color do the expenditure reports have to be signed?
    • All reports and documentation that require a signature must be signed in BLUE ink

 

  • When submitting a member of the program staff’s salary for reimbursement, what supporting documentation is needed?
    • To be reimbursed for the salary of an approved staff member agency’s need to include the following:
    • Proof of the staff member’s pay for that month,
    • Time sheet(s) with documented FVPSA hours (if agency’s time sheet has such a column), and
    • A supervisor’s signature (if agency’s timesheet has such a line)
    • If your agency’s timesheet does not show how staff’s time is split between grants, please make sure the percentage of reimbursement for the salary matches what was identified in your contract.

 

  • What are acceptable proofs of expenses and proof of payment?
    • Proof of expenses-Invoices, receipts, bills, online order print outs
    • Proof of payment- bank statements, check stubs, cancelled checks, payroll summaries from payroll company, account ledgers (government agency grantees only). Any private /secure information can be hidden or removed prior to submission of documentation
    • Using Quick Books documentation as proof of payment is not acceptable.