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Fiscal

Request for Reimbursement (RFR) Documentation Support

In order for ODEM to process RFR’s as quickly as possible, required supplemental information must be included with the RFR submission to support all expenses. If proper documentation is not provided, OEM will not reimburse those expenses.

General Information

  • Summary Sheet – Reflects a breakdown of all expenses incurred for the period requested on your RFR. This is required, and a template will be provided after the kickoff meeting when all fiscal forms are sent.
  • Proof of payment – This is required for all expenses being claimed on each RFR. Examples of proof of payment include:
    • Copies of cleared checks (front and back) cut to vendors
    • Credit card statements showing the name of the credit card holder, either a person or an entity, and the charge made (unnecessary information can be redacted).
      • Additionally, a copy of the detailed general ledger reporting show where the credit card payment was made is required.
    • Detailed general ledger including:
      • Account number payment was made out of, vendor name, invoice number or payment description, payment amount, payment date, check/warrant number.
    • Screenshots from the financial management system showing the warrant/check number and that the check has been cleared.
      • It needs to be clear that the payment was made, the vendor name, payment date, invoice number or payment description, the amount of payment, the payment date and the warrant/check number. It also needs to be clear that the warrant/check number has cleared or been processed by the vendor.
    • ACH proof of payment can include:
      • Provide a copy of the bank statement showing the ACH transmittal (unnecessary information can be redacted)
      • Provide a copy of a screenshot from the financial management system showing the ACH being processed. It needs to be clear that the ACH transmittal includes the cost being requested for reimbursement.

Types of Costs

  • Labor Costs (Regular and Overtime) – for all employees that reflect actual hours worked under the labor costs:
    • Summary spreadsheet showing employee name, hours worked by date, hourly rate used, and total cost.
    • Fringe Benefit Calculations and/or breakdown of fringe benefits (this makes sure that fringe benefits included are actually eligible for reimbursement).
    • Hourly Rate Schedule – for example, labor agreement, internal chart, position description, print out from accounting system. This is needed to verify the correct hourly rate is being used.
    • Overtime is allowable as long as it is reasonable and is tied directly to the grant.
    • Overhead rates are not allowed to be included in hourly rate.
    • All backup documents submitted must show the pay period, employee name, job classification, total hours worked for that pay period, hours worked on specific project by employee, total hours on specific project by employee, rate of pay and a breakdown of fringe.
  • Timesheets – for labor costs being requested, timecards must be provided. Timecards must show employee name, date, hours worked, and activity, in order to easily connect to the grant being reimbursed:
    • Timecards – If timecards are not used, please provide a memo stating that all hours worked are eligible for reimbursement or exempt employee worked those hours. This memo must be signed by the employee and the employee’s supervisor.
    • A sampling of timecards (20% at a minimum). If there are a significant amount of errors, additional timecards may be requested.
    • All backup documents submitted must show the pay period, employee name, job classification, total hours worked for that pay period, hours worked on specific project by employee, total hours on specific project by employee, rate of pay and a breakdown of fringe.
  • Equipment – for all equipment charges requested on reimbursement:
    • Summary spreadsheet showing a description of equipment used, employee, hours by date, hourly rate used, and total cost (this might be included in the labor summary spreadsheet).
    • FEMA approved rate (https://www.fema.gov/schedule-equipment-rates) or Company rate (if lower than FEMA rate) must be used.
    • When purchasing equipment, please include the Procurement Policy or Bid Processes (if applicable)
  • Receipts/Invoices
    • External vendor invoices or other supporting documentation (this could include copies of contracts, POs, quotes, etc., depending on the level of detail on the invoices or to verify that items were purchased within the grant period).
      • All invoices should show a vendor name, invoice number, invoice date, description of goods or services purchased, cost per item purchased and total invoice amount.
    • If purchasing items online, include a printout of the online order that reflects vendor information, date of purchase, all items purchased, and total cost.
    • Internal documentation – invoices, reports, or printouts to support all internal expenses.
  • Travel
    • Travel Expenditure Detail
    • GSA Per Diem Rates for travel period (https://www.gsa.gov/portal/content/104877)
    • Detailed Hotel Invoices
      • Need to be able to see a detailed cost breakdown for the hotel
      • If a hotel is over per diem rate, need to provide justification as to why the hotel was over per diem, verification that attempts were made to locate a hotel at per diem rate, and approval from a manager.
    • Reason for Travel
    • Google Map showing Mileage - start and end points
  • Training/Conferences
    • Receipts
    • Roster if conducting training (name, agency, position, date, length of training, contact information, title of training or what it is for)
    • Sign-in sheet
      • For virtual meetings: provide a screenshot of participants in the meeting or a chat showing employees signing-in
    • Agenda or brochure for the meeting
    • Reason for Training – How does this training relate to the grant work?
  • Professional Services/Contracts
    • Bid Documents
    • Procurement Policy
    • Copy of signed contracts or agreements and any amendments or change orders.
    • Invoices with a detailed breakdown of costs
      • If lodging and meals are utilized, receipts should be included (tips are not an eligible expense).
      • If mileage is utilized, a copy of the mileage log that shows the driver, location, miles, and the date should be included. If there is not a log, then a Google Map should be provided showing starting and ending points to verify miles driven.
    • If there’s a potential conflict of interest, like retained contracting source, send justification as to why a sole source vendor was selected.
  • Meal Tips – Exclude tips on meal receipts (tips are not allowable expenses in grants).

Recommendation: Please review your budget periodically. Compare budgeted expenses against actual costs and request a budget amendment if needed. Do not wait until the end of the grant period to review your budget.