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Attachment E Reports A. Recipient shall provide the Division with quarterly financial reports, mid-year and end-of-year summary progress reports prepared in conjunction with the Division's Regional Coordinator, and a final close-out report. Reporting Forms are located in Attachment K and can be found on the Division internet site. B. The Recipient shall provide the Division with full support documentation (per information bulletin#341)for the quarterly financial reports. To eliminate large files and mailings, the Division will accept back up documentation on a CD if desired by the Recipient. (Backup Documentation should reflect the amount requested on the Expenses Detail of Claims form.) • Organizational Activities. Includes salaries and expenses(depending upon eligibility). Supply copies of timesheets(if applicable)documenting hours worked and proof employee was paid (i.e., earning statements/payroll.registries) Expense items need to have copies of invoices/receipts and canceled checks(or general ledger)for proof of payment.All documentation for reimbursement MUST include exact amounts and MUST be clearly visible and defined (i.e., highlighted, underlined, circled &/or individually identified on a spreadsheet) • Planning Costs: Provide copies of contracts, MOUs or agreements with consultants or sub- contractors providing services. Copies of invoices/receipts and canceled checks (or general ledger) for proof of payment. May also request copies of planning materials and work products (i.e., meeting documents, copies of completed plans (if submission of plans is for the Division then only need to provide date of submission and who submitted plan/product to), etc.). Any costs for planning activities provided by in-house staff MUST be reported under"Organizational Activities". • Training Costs: Provide copies of contracts, MOUs or agreements with consultants or sub- contractors providing services. Copies of invoices/receipts and canceled checks(or general ledger)for proof of payment and a copy of the agenda and sign in rosters. May also request any training materials provided • Exercise Costs: Provide copies of contracts, MOUs or agreements with consultants or sub- contractors providing services. Copies of invoices/receipts and canceled checks (or general ledger)for proof of payment and a copy of the agenda and sign in rosters. May also request any training materials provided. • Equipment Acquisition Costs: Copies of Invoices/receipts and canceled checks(or general ledger)for proof of payment. AEL#for each purchase(if applicable). • Management and Administrative Costs: Supply copies of timesheets documenting hours worked and proof employee was paid (i.e., earning statements/payroll registries). • For travel and conferences related to EMPG activities, copies of all receipts must be submitted (i.e., airfare, proof of mileage, toll receipts, hotel receipts, car rental receipts, etc.) Receipts must be itemized and match the dates of travel/conference. If conference, a copy of the agenda must be provided Proof of payment is also required for all travel and conferences • If cancelled checks are NOT available, copies of the general ledger MUST be provided. 28 144