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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 <br /> project/program operations unless 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 <br /> made <br /> by the grantee during the grant period . Documentation of expenditures against the program will be reviewed and verified <br /> during on-site monitoring visits or when necessary by the DEM staff. Acceptable documentation includes copies of purchase <br /> orders and paid vouchers , paid invoices or cancelled checks , payroll vouchers , journal transfers , etc . These documents should <br /> 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 <br /> time and attendance forms . A Staffing Detail Worksheet is also required to identify positions being funded by the <br /> agreement . <br /> 4 . All claims for reimbursement of expenditures must be submitted on the approved , DCA financial reporting forms . Claims not <br /> submitted on the proper form cannot be processed and will be returned for corrections . <br /> PLEASE FIND THESE FORMS ON OUR WEBSITE AT <br /> http : //www. floridadisaster. org/CitizenCorps/GrantsContracts/index . htm OR NOTIFY YOUR GRANT MANAGER <br /> Copy of CCP Report Form 2013 <br />