Subrecipient Handbook For Reimbursement Requests & Reporting | Page 6

weekend or holiday . If your agency cannot submit the documents by the 10 ^th , contact Grants staff beforehand to notify them of the delay .

• First day of each month : an email reminder is sent to all subrecipients about the submission deadline . Take that opportunity to reply with any issues or questions .

Other Tips

In order to improve timely and accurate submission of requests and reports , remember :

• Communicate with Grants staff about any issues or questions ;

• Notify Grants staff before the deadline ( 10 ^th ) about any potential issues or delayed submission ;

• Request on-site visit for any new staff in grant funded programs , especially in the use of the ZoomGrants system ;

• Contact Grants staff if you have issues that could impact the accuracy of the reports ;

• Report any change in key positions or positions related to grant funded programs .

V .

Reporting Processes

Request

for Reimbursement and Financial Status Report ( FSR )

1 . General Information It is important to remember that :

• The FSR is based on the CDBG and ESG grant agreement program budget ( Exhibit C ) and serves as the monthly invoice to the City ;

• The Program Budget ( Exhibit C ) can be revised once during the program year among approved line items with sufficient justification and the approval of the Grants Manager ;

• Budget amendments will be accepted prior to the end of the third quarter ( March 31 ), but not after that date ;

• Grants staff is available for help and advice regarding the budget revision .

2 . Data Needed All cells on the FSR are locked except for the cells that require your data entry . The cells that are colored green are for you to complete . The green cells are the only cells that subrecipients are allowed to fill in . Formulas have been written into the spreadsheet to automatically calculate all totals from month to month according to the grant agreement . The newly updated forms for PY2020 must be used , older versions of the forms will not be accepted .

Page 5 of 20 Last Update : June 29 . 2020