1. Grants and Contracts Accounting
Lori Rigby

2. Agenda
Invoicing
Cost Sharing
Documentation
Allowable Expenses

3. Invoicing Invoicing Format Title of the project
Project sub-contract director
Invoicing period
Grant number
Detailed list of current and cumulative expenditures
Statement certifying that charges are correct and signed by fiscal officer

5. Cost Sharing Cost Sharing Format Title of the project
Project sub-contract director
Cost sharing period
Grant Number
Detailed list of current and cumulative expenditures
Statement certifying that charges are correct and signed by sub-contract director or fiscal officer

7. Invoicing and Cost-Sharing
Done monthly
You need to submit a financial budget and detailed statement with each invoice
You need to submit standard forms even if you do not have any invoicing charges
You will always have cost sharing charges because of staff effort that was cost shared
Retro-active payments possible
October 1 – December 15

8. Documentation
CNCS requires that a copy of all documentation is maintained by each university and readily available for audit
Job descriptions
Submitted each January and July
Signed by the employee verifying actual duties associated with the grant
Reimbursements
A copy of the paperwork associated with each expenditure (i.e. receipts and university documents) must be maintained within university
Each expenditure should be accompanied by an explanation of how the money was utilized

9. Documentation
Tulane will review each invoice and statement, if there is a questionable charge the PI will be asked to provide the documentation to go with the expenditure in question
All documentation pertaining to this grant should be readily available at all times
Documentation will be asked for at each site visit
If you do not feel comfortable keeping the documentation you can submit it to Tulane with invoice and we will be responsible for the information

10. Reimbursement Example
Buy 20 file folders at $1/piece
A copy of the university reimbursement form
A copy of the actual receipt
A description of how the 20 file folders were used in the grant (i.e. faculty workshop)
Buy $2,000 in office supplies, but only $500 is for grant purposes
Highlight $500 associated with grant
Same as above

11. Allowable Expenses Follow your grant budgets Some few tips:
No alcohol, entertainment costs are allowed on federal grants
Food and meals are only allowable if it pertains to travel or to support a conference/meeting/workshop/seminar

12. BOTTOM LINE Spend your money based on your contracted budgets
Proper paperwork = Prompt payment