Fund For Veterans’ AssistanceGrant Reporting Training

Review Approved Application

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For All Costs reported on the Monthly Report, it will be Critical, for agency Personnel to become familiar with the Approved Application / Appendix 1.

Review all of the Following Tables:

A. Salaries and WagesB. BenefitC. TravelD. SuppliesE. Client ServicesF. Other

A-F Make up the Allowed Direct Costs for the program.

Initial Payment

10% initial payment will be provided to:• New grantees• Current grantees with new project or grant (GA v. HTX)• Previous grantee with a break in funding

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Policies and Procedures

• Send copies of following policies and procedures to your Grant Officer as well as any additional applicable policies to your project:

• Procurement• Vendor payments• Payroll

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• Grants administration• Cash management• Travel

Costs Incurred

• Pre-award spending is unallowable• Incurred during the grant period

• July 1, 2018 – June 30, 2019

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Invoices / Payment

•Not older than 90 days > Older Than 90 Days will lead to further review, and may be questioned.

• Invoices must be current• Client invoices or Rental / lease must be most recent

•Review the TVC-FVA Expenditure Supporting Document Policy (SDP) once provided by Grant Officer.

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Expenditures

• Appendix I - The Application • Part III – Budget Tables and Budget Narratives• Most recently approved budget and PER

• Cannot over-spend in budget categories• Ensure Reports are complete > Partial Payments will no

longer be in effect. ALL OR NOTHING

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Recurring Expenses

• Adequate demonstration of Cost Incurred for recurring costs needs to be submitted only once.

- Example: Fringe Benefits documentation indicating enrollment submitted once.

- Subsequent months only require Demonstration of payment

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Supporting Documentation

• Expenditure Supporting Document Policy (SDP)• Each expense/claim must have the following:

• Demonstration of a cost incurred• Demonstration of payment to vendor

Ask Grant Officer when questions arise*Not Accepted :

General ledgers, Hand Written Lease, Estimate bid or quote as a invoice replacement.

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• No Personally Identifiable Information (PII) • No personnel activity reports• Legible supporting documentation

Be Security Conscious, do NOT share client Personal Information and ensure it is REDACTED in Scanned Documents.

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Supporting Documentation

• Contracted Services• Contractual legal agreement with both signatures• Invoice from vendor for services to include

• Dates services provided• Number of hours provided on each date• Rate charged• Total amount charged to the grant

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Contractual Agreements

• Contracted Services• Grantee with Vendor

• Written contract for services • NOGA

• FVA with Grantee• Approved Appendix I – The Application

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Contractual Agreements

Unallowable Costs• Cable/Satellite TV• Personal and business loans• Personal taxes• Fines, fees, traffic tickets, court costs• Bankruptcies• Child support payments• Credit card bills• Payments made directly to a Veteran• Medical Cost – Insurance & Care

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Unallowable Costs

• Gift/Prepaid Gas/ Other Prepaid Cards

• Tobacco/liquor or beer• Toll charges• Fees pertaining to

criminal defense

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• Tips• Cash/Cash Equivalents• Sales tax• Capital leases and/or

expenditures (except H4TxH)

PAYMENT AND EXPENDITURE REPORT (PER)

• Tab 1 – Summary• Tab 2 – Expenditure Report “Exp Rpt”• Tab 3 – Expenditure Detail Worksheet “Exp Detail”• Tab 4 – Personnel Breakdown Worksheet “Personnel”

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SummaryTab

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Summary Tab

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Fill in all yellow boxes with appropriate data

SummaryTab

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Fill in all yellow boxes with appropriate data

After all tabs are completed, print this page, sign at the bottom, and check appropriate box. Include Summary page as the 1st page in monthly supporting documents.

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Insert previously reported expenditures, ALLOWED by FVA; provided on GEPS report from Grant Officer

Exp Rpt Tab

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GEPS

Copy previously reported expenditures, ALLOWED by FVA; provided on GEPS report from Grant Officer

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Personnel Tab• Customized according to budget• Only fill in yellow boxes for each employee• Important to complete all data entry for each line

item• No contractual services employees

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Salaries/Wages

Annual Salary / Number of Agency Pay Periods per year = Pay Period Gross Pay Period Gross X Allocated % in Table A of Application = Total Salary Allocated

List 1-4 payrolls based on number of payrolls that month

Amounts Over the $ Reference, will be scrutinized or questioned. An Amendment to capture those further costs may be required.

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Fringe Benefits

Ensure the Same Allocated % amounts in Salaries are applied to total benefits amount, if the employee is also receiving Fringe benefits.

Total Amount of benefits Costs per employee X % Allocation = Total Benefits Allocated

Demonstration of Payment is required for Benefits every month

Appropriate Benefit from application will be prefilled from TABLE B of Application

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Personnel Support Documents

Payroll Register with Electronic Funds Transfer

Employee Name – Date of Payroll

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Personnel Support Documents

Employee Statement of

Earning with Direct Deposit

Information

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Personnel Supporting Documents

Bank Statement with Deduction for payroll and taxes

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Personnel Support Documents

Cleared Check from Bank or Check Copy

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Personnel Supporting Documents

Checks paid to self are

unallowable

Exp Detail Tab• List each expense under Budget Category name

& proper Sub-Category• Only report expenses that have been cleared

through the bank • Only report expenses past or current not future

rents

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Exp Detail Tab

Once your Salaries and Benefits are allowed, they will Carry over to the Expenditure Detail Tab

Personnel/Fringe Amounts

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Exp Detail Tab

Entire blank row no problem

If there is data in any column all info is required on that row or an error will remind you to complete it.

No Blank Cells Allowed

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Exp Detail Tab Travel

CLEARED CHECK USED TO REIMBURSE THE EMPLOYEE,Must Accompany Travel Log

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Exp Detail Tab

Note will guide what Sub-Category to choose.

Supplies

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Exp DetailTab

• Beneficiary name can include 1) Veteran name, 2) spouse name, 3) dependent name 4) Client ID# or 5) employee name

• See Backup Log in Beneficiary/Client ID # field to be used in conjunction with Backup Log indicating a group/multiple beneficiaries

Client Services

Client Services: Supporting Documents

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Cost

Incu

rred

Contracted Services

Demonstration of Paym

ent

Contractual Legal Agreement (dual signatures)Cancelled Check; Bank Statement;Itemized Invoice; to include rate of

reimbursement and quantity provided, signed by contractor

Financial Assistance

Client’s recent bill/invoice/statement from vendor/service provider showing amount due

Cancelled Check; Bank Statement;Lease or Rental agreement (only pages

w/property address, Tenant, Owner, term, amounts, and signatures)

Client Services: Supporting Documents

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Cost

Incu

rred

Transportation OR Food Assistance

Demonstration of Paym

ent

Itemized Invoice andLog of clients (w/amounts) as distributed

Cancelled Check; Bank Statement;

Any Other Type of Assistance

Itemized InvoiceCancelled Check; Bank Statement;

Alternate FVA pre-approved documentation

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Exp Detail Tab

Other – Direct Costs

• Page # refers to the page number of your support documents PDF corresponding to the expenditure reported on your PER

• Page # field necessary for cost incurred and demonstration of payment

Indirect Costs

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Reported amount CANNOT exceed 10% of Total for Direct Costs;

Cell will turn red when exceeded.

• If your grant has allocated funds for Indirect Costs, your organization must claim 10% Direct Costs for each month reported

• FVA’s 90-Day Policy DOES NOT apply to the Indirect Costs budget category. Retroactive requests are unallowable.

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Indirect Costs

• Indirect costs cannot exceed 10% of current reporting month’s Direct Program Costs

• Enter Indirect Costs in Total for Indirect Costs cell of Exp Detail tab (F78)

• Supporting documentation is not required for indirect costs

• Your Indirect Costs are determined by Total Direct Cost Approved

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Exp Detail Tab

Best practice tip:• You can enter this formula in the Total for Indirect Costs cell of your PER so that your

Indirect Costs automatically are updated if you need to omit or reduce expenditures• In cell F78 enter (=F74*.1)

Supporting Documents (SD)

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SD Submission Best Practices:•Sorted in the same order as the expenditures reported on the Exp Detail tab

•Complete, accurate, legible, and organized•Each expenditure line item reported on the Exp Detail tab of your PER should include corresponding SD page number

•Highlight, circle, underline etc. to indicate amounts and other important details

Supporting Documents

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• Expenditures paid with CC need to be cleared by your bank for reimbursement—if they haven’t been cleared by the 15th, save them to be included in your next report.

• We are looking for dates, vendor name, client name and amount due proving proof of cost incurred.

• You can number your support documents manually or default to the PDF page number, we just ask your numbering convention remains consistent throughout the PDF.

Always defer to FVA’s Expenditure Supporting Docs Policy (SPD)

(SD) Workshop Attendance Roster Example

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(SD) Transportation and Fuel Example

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(SD) Mileage GSA Rate Example

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Before submitting your PER, go back to the Exp Rpt tab and confirm amounts in the Current Period Expenditures column

Before You Submit PER

*Update the amounts on your Previously Reported Expenditures (cumulative) column to reflect Cumulative Expenditure Total column of your GEPS

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PER now includes Approved/Questioned column in Exp Rpt tab

When you submit your PER it will look

like this

Approved/Questioned Column

After PER is reviewed and all reported expenditures have been approved by GO, Approved/Questioned column will look like this

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PER’s with questioned expenditures will be sent back to grantee for corrections and resubmission per GO recommendation

Questioned Expenditures on PER

How To Submit Your PER to FVA

• Submit Excel PER and SD including printed and signed scan of Summary tab of PER in PDF format to reports@tvc.texas.gov

• Include grant number & reporting month in the subject line of the email Example:FVA_18_0400 - July 2018

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Accepted File Formats

Attach your PER and SD to your email

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PER – Excel Format• Grantee Name and

Month of Report

Example:Help A Vet - July 2017 PER

SD – PDF Format• Grantee Name and

Month of Support Docs

Example:Help A Vet - July 2017 SD

*Don’t forget to include printed and signed scan of Summary tab

Resources Request for Applications (RFA) Appendix I – The ApplicationUniform Grant Management Standards (UGMS)OMB Federal Guidelines

2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards

Texas Administrative Code (TAC)Grant Officer

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FVA Contact Info

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FVA Main Line(512) 463-1157

grants@tvc.texas.gov

https://www.tvc.texas.gov/grants-funding/

Contact Information

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Erin DavenportGrant Officer

(512) 463-9829erin.davenport@tvc.texas.gov

Edward PierGrant Officer

(512) 463-8863edward.pier@tvc.texas.gov

Ileana VasquezGrant Officer

(512) 463-8834ileana.vasquez@tvc.texas.gov

QUESTIONS

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Reviewing Questions

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PLEASESTAND

BY

Table of ContentsExpenditure Detail (Exp Detail)

TravelSuppliesClient ServicesOtherIndirect Costs

7. Supporting Documents8. Before Submitting PER9. How to Submit PER10. Accepted File Formats11. Grantee Resources

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1. Review Grant Application2. Requirements3. Expenditure Supporting Document Policy (SDP)4. Contractual Agreements5. Unallowable Costs6. PER Tab Outline

SummaryExpenditure (Exp Rpt)Personnel