Grant Reimbursement Process

Source Documentation

Source documentation must be provided for every expense included in a grant request. Source documentation can be in the form of a vendor’s invoice that is dated and includes a list of itemized charges or, for personnel expenses, a payroll report or a timesheet and breakdown of reimbursable hours and hourly rate of pay (including benefits and overtime pay, where applicable).

Proof of Payment

Proof of payment in the form of either a copy of the front and back of a cancelled check or a clear and accurate expenditure report from a sub-grantee’s financial system must be submitted for every expense. The proof of payment document should include dollar amounts, dates, vendor names, and invoice numbers that match the information included in the grant request. For personnel expenses, a payroll report showing dates and amounts broken down by employee is required as proof of payment documentation.

Source:   HSEM Grant Manual