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Documentation of project expenditures : <br /> 1 . Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program <br /> operations unless <br /> audits require a longer period of time . <br /> 2 . Grantees should maintain a financial file with copies of back- up documentation for all paid project/program expenditures made <br /> by the grantee <br /> during the grant period . Documentation of expenditures against the program will be reviewed and verified upon receipt by DEM <br />staff, Acceptable <br /> documentation includes copies of purchase orders and paid vouchers , paid invoices or cancelled checks , payroll vouchers , journal <br /> transfers , etc. <br /> These documents should be submitted when requesting reimbursement. <br /> 3 . In order to document hours worked on the program by permanent or temporary staff, the grantee may use its own time and <br />attendance forms . A <br /> Staffing Detail Worksheet is also required to identify positions being funded by the agreement . <br /> 4 . All claims for reimbursement of expenditures must be submitted on the approved DEM Quarterly Financial Reporting forms . Claims <br /> not submitted <br /> on the proper form cannot be processed and will be returned for corrections Forms must be submitted with original signatures <br /> IF YOU WISH TO OBTAIN THESE FORMS ELECTONICALLY , PLEASE FIND THEM ON OUR WEBSITE AT <br /> http : //www.floridadisaster, org/grantslindex . htm OR NOTIFY YOUR CONTRACT MANAGER <br />