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Documentation of project expenditures: <br />1 <br />Grantees must maintain documentation of expenditures for a minimum period of five years following the close of project/program 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 by the grantee <br />during the grant period. Documentation of expenditures against the program will be reviewed and verified upon receipt by DEM staff. Acceptable <br />documentation includes copies of purchase orders and paid vouchers, paid invoices or cancelled checks, payroll vouchers, journal 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 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 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/grants/index.htm OR NOTIFY YOUR CONTRACT MANAGER <br />