January 1, 2008 - December 31, 2008
NCA Grantee Reporting Guidelines
Section I: Grant Monitoring Procedures
Why are there restrictions on our funding?
National Children’s Alliance funding is available through a cooperative agreement with the United States Department of Justice, Office of Juvenile Justice and Delinquency Prevention. In order to comply with guidelines and regulations set by the U.S. Department of Justice, National Children’s Alliance must enforce the following guidelines and requirements. Things to Remember NCA anticipates that all grantees will expend and satisfactorily document their full grant award. Returned funding may negatively impact the agency’s future grant opportunities with NCA. All documents and reporting forms regarding your grant can be found on-line at www.ncaonline.org under the “Resources” tab on the “Appropriate Year Grant Forms” link. It is necessary that grantees use the format provided by NCA for all documentation. Please check the current Federal Per Diem rates at www.gsa.gov before: 1) spending grant funds requiring reimbursement for meetings, conferences or trainings 2) making travel or lodging arrangements, and/or 3) submitting fiscal documentation. NCA can only reimburse based on Federal Per Diem guidelines. Agencies are required to submit itemized receipts/invoices and proofs of purchase for every expense incurred with NCA grant funds. Expenses that are not properly documented will not be allowed for reimbursement.
Grantee Programmatic and Fiscal Responsibilities
All grant awardees, except training grant recipients are required to submit bi-annual reports. These reports consist of a Narrative Reporting Form, and a Fiscal Documentation Form along with appropriate fiscal documentation illustrating how dollars were spent. These reports are due on the following dates: Mid-year Report: End of year Report: July 15 of the grant year (documenting January-June expenditures) January 15 of the following year (documenting July-December expenditures)
Please check our allowable/unallowable cost sheet before obligating funds from the grant to ensure that the costs are in accordance with the reimbursement guidelines on purchases. Training grantees may submit up to four reports per year after the completion of the training.
Appropriate Fiscal Documentation
Appropriate documentation as defined by the Grants Management Department is documentation that clearly and accurately represents your expenditures. NCA accepts general ledger logs from the agency’s accounting system (i.e. QuickBooks, Peachtree, etc) along with the corresponding dated receipts/invoices. If the agency’s accounting system is not capable of generating a general ledger log, copies of cancelled checks/bank statements or copies of a credit card statement for all purchases must be submitted. NCA does not accept Excel spreadsheets as ledgers. NCA requires that a receipt or invoice from each company providing the service or goods be included with the report. These may be photocopies of the originals. Here are some examples of appropriate fiscal documentation:
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Training: registration form/invoice with the registration cost clearly outlined and ledger/copy of the canceled check showing that this expense was covered Mileage: travel logs/detailed expense report and ledger from your accounting system/copies of checks showing that the employee was reimbursed for the expenses Personnel: itemized ledger, copies of pay stubs, or copies of cancelled checks Rent/Utilities: bill/invoice from the vendor/utility company and ledger/copies of the checks showing payment Consultant fees: invoice/contract form and ledger/copy of canceled check showing that the expense was covered For further information in regards to the required fiscal documentation and structure of your report please visit Reference sheet. If an agency has questions about appropriate documentation, please contact the Grants Specialists at NCA.
Using an NCA Award to Travel
NCA grantees often travel in order to enhance programming and to conduct trainings. Frequently, members, staff, faculty, consultants, and program participants bill their travel to their NCA grant. It is NCA’s desire to fairly reimburse those who have legitimate out-of-pocket expenses incurred while traveling. It is also NCA’s policy that such travel should be performed consistently with federal guidelines and as economically as possible. Please note the grantee must attend the training in order to get reimbursed. Per Diem rates for travel, lodging, and meals and incidental expenses can be found at www.gsa.gov. Rates are annually reviewed and updated as appropriate; please check this site before confirming travel arrangements. Persons traveling at NCA’s expense will limit their expense claims to the period of the meeting or training. If a participant finds it necessary to arrive the night before the event, NCA will provide reimbursement for expenses related to that evening’s accommodations. Similarly, if an evening session commences an event, expenses will be reimbursed for travel that day. Please submit documentation of dates, arrival and departure times, final destination, and the purpose of each trip. All trips must be for NCA/CAC related business. Since no policy can cover every conceivable circumstance, it is anticipated that occasionally there will occur a unique situation. These should be directed to the attention of the Grants Management Department for resolution prior to expending funds.
Transportation
1. Air travel will be reimbursed at the most economical fare (coach fare as a rule). 2. Airfare will only be reimbursed for business-related travel. Individuals combining personal and business travel are responsible for the difference in ticket price. 3. Expenses for mileage by auto will be reimbursed at the current federal per diem rate. This rate is determined by the IRS and available at www.gsa.gov. 4. Ground transportation to and from social activities, including meals, will not be reimbursed, as it is not an allowable expense. 5. The federal per diem for mileage is meant to reimburse the agency for use of the vehicle and the cost of gas.
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Meals and Incidentals Breakdown
Per Diem rates indicate the maximum amount that can be spent per individual for a meal. NCA will reimburse up to the federal per diem rate plus taxes. This rule applies for both traveling to as well as hosting a meeting, conference or training. If food is supplied for the attendees by the host agency, NCA will reimburse host up to the per diem allotted for that meal. 1. Reimbursement of meal costs according to the federal per diem rates listed below. Rates depend upon location. NCA cannot reimburse meal costs exceeding the federal per diem rates. $39 a day: $7 breakfast; $11 lunch; $18 dinner; $3 incidentals $44 a day: $8 breakfast; $12 lunch; $21 dinner; $3 incidentals $49 a day: $9 breakfast; $13 lunch; $24 dinner, $3 incidentals $54 a day: $10 breakfast; $15 lunch; $26 dinner; $3 incidentals $59 a day: $11 breakfast; $16 lunch; $29 dinner; $3 incidentals $64 a day: $12 breakfast; $18 lunch; $31 dinner; $3 incidentals 2. When a person receives meals or lodging as part of the conference/training, no reimbursement is allowed for that meal. Example, if the meal per diem for the city in which the training is held is $44 per day, and the hosting agency provides breakfast and lunch for participants, the attendee can claim and be reimbursed for dinner costs of $21 for each of the days of the conference. 3. There is no reimbursement for social gatherings, such as receptions.
Lodging
1. NCA will reimburse up to the federal per diem rate plus taxes only. 2. Individuals are responsible for incidental expenses charged to their hotel room (i.e., internet, refrigerator, movies, telephone, laundry, valet, bar, etc.)
Spouse/Guest
1. Travel expenses will only be reimbursed for the authorized traveler. 2. NCA can only reimburse for the costs of the authorized agency representative. If a traveler wishes to upgrade, that traveler assumes the additional expense. 3. NCA cannot reimburse for meals and incidental expenses incurred by a spouse or guest.
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