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Reimbursements & Adjustments

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Presentation on theme: "Reimbursements & Adjustments"— Presentation transcript:

1 Reimbursements & Adjustments

2 Reimbursement Process
Documentation – proof of payment is required: copy of checks (front and back), bank statement: identify the expense; invoice showing $0. balance which indicates the bill has been paid Timing of submittals – as a standard, if all documentation has been provided, your agency is not on HOLD and your request is in submitted status l week before payday – typically, the expenses will be processed. GM process expenses as quickly and accurately as possible. Payments- GCC pays each Tuesday, except the last Tues of each month

3 To Access GEMS Do NOT use this link: Use this link:

4 Personnel Contractual

5 Required = Proof of payment
Bank Statement showing expense Cancelled check Invoice showing balance paid Receipt

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12 Examples of Documentation
Contractual Examples of Documentation

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21 Consultant/Contractual Rates
Direct Service (only) $81.25 per hour (max) $650 per day (max) Includes preparation, evaluation, travel time and service/performance

22 Contract Components: PROJ ID Contractor ID (optional) Scope/Service
Start & End dates (must be within the project award period) Verify contractor’s status

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24 Equipment

25 Required = Proof of payment
Bank Statement showing expense Cancelled check Invoice showing balance paid Receipt Property Control Record Pictures

26 Property & Equipment Assess need – no stockpiling GCC = repair/replace
YOU MUST verify the vendor’s status (SAM.gov & NC DOA) Bidding or Sole Source Provide Procurement Policy Purchasing Policy

27 State Controller’s Office regs
Pg. State Controller’s Office regs

28 …just a few more…

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30 Print results and upload to GEMS!
Verify Status of Vendor NC DOA Debarred Vendors SAM Print results and upload to GEMS!

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40 Travel

41 Required = Proof of payment
Bank Statement showing expense Cancelled check Lodging, Fuel and food receipts Travel Log Conference Agenda

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43 Adjustments

44 Grant Period Extension
Non-Budgetary Grant Period Extension Personnel changes Budget Adjustment Reallocate funds Increase/Decrease award

45 Changes Governing Board or Agency Changes Address or phone number
BOD (Authorizing Official or Finance Officer) Scope

46 Governing Board Approval is required for all modifications to budgets
Governmental & Non-profit agencies

47 Freeze = zero out the line


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