Fnd_TA+(CSF)+FAQ's

Questions about Reimbursements and Reporting

 * **How long will it take to receive my reimbursement?** - Plan on a minimum of three weeks for the CD office to process your request.


 * **Are we required to request a reimbursement ever month?** - You may request a reimbursement at any frequency. If you plan to submit less frequently than quarterly please contact us to let us know when we can expect your request.


 * **Can I spend the funding down more quickly monthly?** - Yes you are allowed to spend the funding as quickly as you would like, but you are not required to do so. You will need to submit each reimbursement request with the required documents. We strongly urge you if possible to spend the money down by mid-June as our July 5, 2012 deadline is firm. Requests after that date will not be reimbursed. Click the CSF Reporting Requirements page for complete details.


 * **Can we charge Indirect to this grant?** - You may request reimbursement for Indirect as long as you submit a federally approved Indirect Rate determination.


 * **Do I need to submit every invoice with the request?** - Not with the request, but you should always be prepared to produce the invoice(s) during monitoring visits or as peridically requested.


 * **Do I need to list every invoice on the reimbursement form?** - No you can provide a summary total, however we will need to see each invoice listed in the detailed general ledger that accompanies your request.


 * **Do I submit timesheets for every request?** - Timesheets are not required with each reimbursement request, but they will be checked during monitoring visits. Make sure your timesheets show proper allocation of wage and benefits for the amounts you are requesting.


 * **In reference to the HMIS - what constitutes a homeless dedicated project?** - If your project will be dedicated to serving homeless clients, your agency and that project (only) will be required to participate in the Sonoma County HMIS. Further clarification about this requirement will be discussed at the November 15, 2011 technical session.


 * **What is the purpose of submitting the general ledger report?** - Federal funding requires evidence that you have spent the funds for the purpose identified in your proposal. Submission of an external list of expenditures such as a spreadsheet or hand listing does not provide the same level of assurance around eligible use of funds as your accounting system. The Subrecipient Handbook provides examples of supporting general ledger detail, but you may submit a sample for our staff to review prior to submitting any reimbursement so we can both make sure you have the correct type of support.


 * **Why is the final reimbursement request due by July 5, 2012 - it seems early?** - The CDC financial system officially closes on that date and the awards are subject to that deadline. We strongly encourage you closely monitor your grant and if you do have the ability - to accerate your requests so you can finish by May or mid-June. Otherwise the July 5, 2012 at 12:00 pm is firm and requests received after the deadline will be not be processed.