Introduction
The purpose of this guidebook is to provide guidelines to CDBG and ESG grant subrecipients regarding the monthly Request for Reimbursement and Program Reports that should be submitted to the City of Arlington Grants Management staff through the online grants management software , currently provided by ZoomGrants .
It is highly recommended that subrecipient staff , whether new or experienced , take advantage of the assistance available to them through the Grants Management team :
⇒ Technical assistance - Phone , email and in-person technical assistance is available upon request ; - Time available : Monday through Friday , 8AM to 5PM ; - Location available : at the Grants Management office or at the subrecipient office location .
Importance of On-Time and Accurate Reports
Each month , Grants staff keeps records of the dates as well as the accuracy of the reimbursement requests and program reports submitted by subrecipients . On-time submissions and accuracy of those documents could have a positive impact on future funding . However , repetitive tardiness and / or inaccuracies could have a negative impact on future funding .
The first and foremost benefit of submitting reimbursement requests on time is an earlier reimbursement of the organization ’ s qualified and approved expenses . In addition , it is important for subrecipients to submit on time and accurate program reports and requests in order for the Grants Management staff to report in an accurate and timely manner to Arlington residents , the U . S . Department of Housing and Urban Development ( HUD ) and elected officials .
The direct impact of a late and / or inaccurate reimbursement request is a potential delay in the reimbursement to the subrecipient for qualified expenses . Repetitive late and inaccurate program reports and requests could lead to more frequent monitoring visits as well as monitoring findings , which could lead to a reduction or suspension of future funding .
Page 3 of 20 Last Update : June 29 . 2020