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Page 16 of 23 3 . Documentation of Expenditures. Each quarterly Project Progress and Expenditure Report and the Final Project Progress and Expenditure Report must include documentation of payment for each cash expenditure claimed during the reporting period. a. Grantees shall provide a detailed listing of each expenditure in the Cash Expenditure section of these reports, which contain the following information : ( 1 ) Check number; or if a cash payment, a copy of the paid receipt must be submitted; (2) Check date or date of cash expenditure ; expenditures overlapping the grant period must be prorated; (3 ) The name of the payee or vendor for each expenditure paid by cash or check ; (4) The expenditure amount; ( 5 ) The Approved Scope of Work category to which the goods or services contribute (see Section I . ) ; and (6) The purpose of each expenditure ; stated clearly and in sufficient detail for the Department to determine if the expenditure is allowable . b . The Grantee shall provide the following documentation of payment of expenditures listed in the Cash Expenditure section of the quarterly Project Progress and Expenditure Report and the Final Project Progress and Expenditure Report . ( 1 ) Copies of contractors ' invoices itemizing the materials delivered, services rendered, work items completed, and the following forms of proof of payment by the Grantee : (a) Copies of signed and dated receipts from the contractors/suppliers showing the date payments were received and the amounts received; and (b) Copies of the front and back of the canceled checks ; or (c) Exception : In cases when receipts and cancel checks cannot be provided, alternative documentation of proof of payment shall be provided as determined acceptable by the Department. Examples include : purchase orders, vendor logs, payment ledgers , etc . (d) Exception : Invoices for all expenditures must be included in the Final Project Progress and Expenditure Report but proof of payment shall not be required for request of the 10% retainage amount. Such proof of payment must be submitted to the Division within 30 (thirty) days after the date of issuance of the state warrant for the final grant payment. (2) For authorized employee salaries (see V . B . 2 . a. (3 )(d) above) , the following expenditure documentation is required : (a) A copy of the log indicating the dates and hours devoted to authorized project work signed by both the employee and his or her supervisor or the designated Project Manager; and (b) Copies of payroll registers for all pay periods claimed for each employee or the front and back of canceled checks for all pay periods claimed for each employee . 4 . Documentation of Donated Materials and Services . The value of donated materials and volunteer services is not eligible for reimbursement by grant funds , but is allowable in determining the Grantee ' s match. a. For donated materials and services , the documentation indicated below is required. DOS Form No . HR3E1208GAASM Reference : Rule IA -39. 009(1) (b), FAC