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									                                Actual Expense Report Instructions


The purpose of the actual expense report is to provide the OAG with detailed information on the VOCA
expenditures to be reimbursed and on the agency match. The report must be submitted with each VOCA
Monthly Invoice unless the invoice and match amounts are zero or all VOCA funds are in Personnel. Actual
Expense Reports submitted without this detailed information will not be processed for payment.
Backup documentation must be submitted to the OAG with each invoice. Backup documentation
should show cost, coverage dates, payment date(s) and method of payment. Please contact your OAG
Grant Manager with questions or for more details on acceptable backup documentation. Examples include:

   Telephone and Utilities - provide a statement from the vendor showing the coverage dates and cost.
   Proof of payment may include a copy of the EFT payment confirmation sheet, a copy of check payment or a
   copy of the bank statement showing payment to the provider.

   Rent - at the start of the grant period, provide a copy of the lease showing the monthly cost. Proof of
   payment may include a copy of the EFT payment confirmation sheet, a copy of check payment or a copy of
   the bank statement showing payment to the provider.

   Office supplies - provide copies of receipts and/or purchase orders with detail on items purchased and the
   cost. Proof of payment may include a copy of the EFT payment confirmation sheet, credit card payment
   information, a copy of check payment or a copy of the bank statement showing payment to the provider.


   Travel/mileage - provide detailed mileage logs showing the dates of travel and purpose. Travel logs must
   be signed by the traveler. Proof of payment may include a copy of the EFT payment confirmation sheet, a
   copy of check payment or a copy of the bank statement showing payment to the traveler.


   Additional backup documentation may be needed to support the request for VOCA funds and the
   reported Match upon request of the OAG. Supporting documentation for all invoices must be maintained at
   the office of the provider and be available to the OAG upon request.
Items to Complete (VOCA and Match):
    Grant No.: Enter the number as it appears in the VOCA Agreement.
    Invoice period: Enter the month/year for which reimbursement is requested.
    Provider/Payee: Enter the name as it appears in the VOCA Agreement.
    Budget Category: Enter the category for which reimbursement is requested in budget category order and
    only those paid during the reporting period.
    Vendor Name: Enter the name of the vendor as shown on the backup documentation.
    Item Description: Enter a brief description of the item(s).
    Date of coverage or date of purchase: Enter the coverage dates as shown on the backup
    documentation for rent and utilities, not the invoice/billing date. For other miscellaneous supplies, enter the
    date of the purchase.
    Date Paid: Enter the date the expense was paid as shown on the backup documentation.
    Payment Info. or Check Number: Enter this information for each item. Example: enter the check
    number, JT for journal transfer or EFT for electronic funds transfer. Enter "in-kind" for donated
    services/items.
    Total: Enter each amount requested for VOCA reimbursement or reported as Match. Provide the Total
    for each VOCA expenditure and each reported match expense.




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    All reimbursements will be made based on the approved VOCA budget only. In most cases, up to 1/12 of
    the total budget for each expense may be paid each month. Expenses may be reimbursed at more than
    1/12 of the budget during a month when prior months were reimbursed at less than 1/12 of the budget for
    this expense. The total reimbursed to date may not exceed the prorated total amount for the months
    covered.
This is a cost reimbursement grant. VOCA cannot reimburse the provider until the provider has paid
for the service and/or item. Expenditures that cover the end of one grant year and the beginning of the
next grant year must be pro-rated.


                Mail the ORIGINAL invoice and accompanying spreadsheets/reports to:
                            Bureau of Advocacy and Grants Management
                                    Office of the Attorney General
                                          PL-01, The Capitol
                                   Tallahassee, Florida 32399-1050


                      Questions? Call your OAG Grant Manager at (850) 414-3300




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                                                Travel

The following is an excerpt from Florida Statutes relating to reimbursement for mileage expense.

The full text of Section 112.061, F.S., can be found on line at:
www.leg.state.fl.us/statutes/index.cfm
(click Title X, then click part 1 of Chpt. 112 and then click 112.061)


(7) Transportation:

(d) 1. The use of privately owned vehicles for official travel in lieu of publicly owned vehicles or
common carriers may be authorized by the agency head or his or her designee. Whenever travel is
by privately owned vehicle:

a. A traveler shall be entitled to a mileage allowance at a rate of 44.5 cents per mile; or

b. A traveler shall be entitled to the common carrier fare for such travel if determined by the agency
head to be more economical.

2. Reimbursement for expenditures related to the operation, maintenance, and ownership of a
vehicle shall not be allowed when privately owned vehicles are used on public business and
reimbursement is made pursuant to this paragraph, except as provided in subsection (8).

Note:
 *Travelers must calculate to the third decimal point and round down to the nearest cent when
 calculating the allowable amount for mileage. Example: 15 miles at $.445 is $6.675. The amount
 paid to the traveler is $6.67.

 *Mileage calculations will be at based on your agency's actual reimbursement cost up to $.445. If
 your agency reimburses for mileage at a lower rate, the lower rate will be used to calculate
 reimbursement/match costs.
                                                         2009-2010 VICTIMS OF CRIME ACT (VOCA)
                                                             ACTUAL EXPENSE REPORT (AER)
                                                                       (Refer to the instructions)

      Grant No.: V   09222                                                   Invoice Period: (Month/Year)   Oct-09

                             Provider/Payee: SAMPLE AGENCY



                                                   VOCA Expenditures (Contractual, Equipment, Operating)
                                                                                                                                                Payment
    Budget                                                                                                   Date of coverage or      Date      Info. Or
   Category              Vendor Name                        Item Description                                  date of purchase        Paid      check #     Total
Contractual          ABC Counseling       Therapist - 20 group sessions @ $50                               10/5-10/15/09          10/17/2009   1111111    $1,000.00
Operating            Office Depot         Office Supplies (pens, pencils, paper, staples, etc.)             10/15/2009             10/15/2009   5555555      $145.00
Operating            ABC Books            Counseling Books - "What do I do now?"                            10/21/2009             10/27/2009   7777777      $175.00
Operating            Sue Jones            Travel (100 miles @ 44.5 cents a mile)                            10/2/09 - 10/24/09     10/31/2009   2222222       $44.50
Operating            Sprint               Telephone (long distance)                                         10/1-10/20/09          10/25/2009   8888888      $200.00


                                                                                                                                                TOTAL      $1,564.50




                                                   Match Expenditures (Contractual, Equipment, Operating)
                                                                                                                                                Payment
    Budget                                                                                                   Date of coverage or      Date      Info. Or
   Category            Vendor Name                          Item Description                                  date of purchase        Paid      check #     Total
Contractual          ABC Counseling       Therapist (10 group sessions @ $50)                               10/5-15/2009           10/23/2009    000002      $500.00
Equipment            Comp USA             Computer and Printer                                              10/5/2009              10/17/2009    000005    $2,500.00
                                          Office Supplies (pocket folders, calculator, scissors, labels,
Operating            Office Depot         etc.)                                                             10/13/2009             10/17/2009   000006      $345.00
Operating            ABC Books            Counseling Books - "Overcoming Grief"                             10/5/2009              10/17/2009   000007      $175.00
Operating            Jane Smith           Travel (189 miles @ 44.5 cents a mile                             10/2-24/2009           10/25/2009   000008       $84.10
Operating            Sprint               Telephones (long distance)                                        10/1-20/2009           10/25/2009   000009      $215.50

                                                                                                                                                TOTAL      $3,819.60




                                                                                Sample AER
                                        2009-2010 VICTIMS OF CRIME ACT (VOCA)
                                            ACTUAL EXPENSE REPORT (AER)
                                                   (Refer to the instructions)

 Grant No.: V                                         Invoice Period: (Month/Year)


                  Provider/Payee:



                                    VOCA Expenditures (Contractual, Equipment, Operating)
                                                                                                                       Payment
 Budget                                                                              Date of coverage or
                Vendor Name                Item Description                                                Date Paid    Info. or   Total
Category                                                                              date of purchase
                                                                                                                       check #




                                                                                                                       TOTAL          $0.00


                                    MATCH Expenditures (Contractual, Equipment, Operating)
                                                                                                                       Payment
 Budget                                                                              Date of coverage or
                Vendor Name                Item Description                                                Date Paid    Info. or   Total
Category                                                                              date of purchase
                                                                                                                       check #




                                                                                                                        TOTAL         $0.00




                                           6099e317-dfb4-4ae7-b7c2-16e28e14b746.xls

								
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