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TRANSCRIPT
First, as always, let's refer to the original Request for Applications, page 22.
“As a requirement for funding, all grantees shall agree to submit an expenditure report in aspreadsheet and annual progress reports. The first expenditure report shall be due within 120 days from the grant award date. Annual reports shall be due after that for the term of the grant.”
Let's look further below. “Submission instructions for the expenditure report and annual progress reports shall be provided to grantees upon completion of the grant agreement process.Reporting may require final photos (that means you should have before photos), building permits, inspection approvals, paid invoices, canceled checks, copy of license, and annual financials audits or tax statements.”
All these physical documents should be kept in a folder or files that you are keeping somewhere accessible and secure. How you do so is up to you. Just make sure that you can provide the documents when asked for.
Next, let's look at setting up a spreadsheet for your budget. For this example, I downloaded and used Google Sheets, which is free and available online if you have access to a computer and internet. Most computers will come with a spreadsheet program. You can choose whichever one you are most comfortable with.
When setting up your spreadsheet,make sure that you are keeping track of the necessary information for reporting and your own record-keeping or project management.
Type in the store or contractor’s name.
You may want to include the address, phone and/or email, and a contact person.
You want to include the name of the item or project that you are tracking.
Next, you will include the cost of that item. If you wish to break it down by pre-tax and after tax, you can do so. That is up to you.
You should also keep track of how you paid, the date, the form of paymentand make any notes about confirmation numbers, check numbers, etcetera.
You can alsoinclude a note with the date anytime you have contact with your vendor.
If you are renting or leasing, you may want to keep track of your landlord communication.
Include the date, reason for the contact, and any details of that conversation. Take note of any dates, deadlines, or action steps.
You may also want to set up a similar tab for tracking your communication with your program officer.
Good record keeping will not only allow you to comply with the grant terms and help you to effectively and easily manage your grant.
Let's review!
- Designate a file or folder for your paper documents. Remember to keep these somewhere safe and secure and easily accessible to you.
- Next, you will set up a spreadsheet on a computer.
- Make sure you have the information you will need for your own record keeping as well as for reporting purposes.
- Update regularly and, lastly,
- Keep it somewhere secure and easily accessible to you.
If you need further assistance, reach out to CDSS or your program officer.