Subrecipient Handbook For Reimbursement Requests & Reporting | Page 7

3 . Documents Needed The FSR requires supporting documentation , depending on the line item funded by grant dollars . Supporting documents for the FSR can include , but are not limited to :

• For salary : paystubs , general ledger and timesheets ;

• For direct services such as meals , transportation or case management : detailed service log of each unit of service provided ( 1 meal , 1 trip , 1 case management unit );

• For utilities and supplies : invoices and receipts of payment .

It is at the discretion of Grants staff to request additional supporting documents to substantiate your agency request for reimbursement .

4 . Electronic Signatures Electronic signatures on the FSRs are acceptable when uploaded into ZoomGrants . The FSR must be signed and dated by an authorized signatory as stated in the subrecipient agreement . Retain the original signed FSR in your agency ’ s file for auditing purposes . Your agency will be responsible for the original signed FSR during an audit .

Client Data Summary ( CDS )

1 . Purpose

• Counts NEW clients monthly

• The CDS gathers demographic and income information on every NEW client served each month of the program year with programs funded by HUD grants ;

• The information entered in the CDS comes from the Client Intake Form ;

• At the beginning of a new program year , any client served in the previous program year that is still receiving service from a HUD grant funded program should be entered as a new client in the new program year with the initial date of service of July 1 .

2 . Data Needed Each monthly report had its own tab labeled month to month . Ensure the correct month is selected when entering data . The cells colored green are the cells that require your data entry . The green cells are the only cells that subrecipients should fill in . Additional rows may be inserted . Formulas have been written into the spreadsheet to automatically calculate all totals from month to month ; therefore , the number 1 must be entered into the appropriate cells to count the totals for all demographics . The newly updated forms for PY2020 must be used , older versions of the forms will not be accepted . Once the spreadsheet has been completed for monthly reporting , the Excel spreadsheet itself can be uploaded into ZoomGrants . No scanning is needed .

Page 6 of 20 Last Update : June 29 , 2020