Expense Reporting for Activities

Activities are different from grants in that the work flow for Periodic Reports is all internal. The Funding Organization should consider who should "Accept" a submitted report. Any Local Administrator, or person assigned to the project, can accept the report.

Note: Only DD Councils will see Match Funds in their expense reports. Other types of Funding Organizations will have only "Funding" data fields to enter.

1. On the dashboard, select the “Periodic Reporting” module.

2. In the Filters section, Project Type may be set to Activities. Click Apply Filters to reduce the length of the list.

3. Identify the expense report that needs to be completed and submitted (the status should read “not started” or “in progress”) and select the appropriate link.

    

4. In the “Expense Report Narrative” field, specify if there are any financial issues to highlight.

5. The system automatically provides the sum totals of the budget categories for the Budget Totals section; generated from the approved Project Budget Plan (these fields are not editable).

   A description of each column is provided below:

   • Prior – The amount of funds spent that you have reported prior to the current reporting period.

   • Current – The amount of funds that you spent during the current reporting period.

   • Cumulative – The cumulative amount of funds spent through the end of the current reporting period (sum of Prior and Current columns).

   • Approved – The amount for the project in your approved Project Budget Plan.

   • Unspent – The amount of funds that have not yet been spent for the project.

   *Note: For DD Councils, each of these columns has two sub-columns which display the allotment of council funds("funding") and matching funds. For other Funding Organizations, only one column for funding will display.

6. In the “Current” column, itemize expenses directly incurred by grant activities under the appropriate categories, in accordance with your approved Project Budget Plan. Enter the amounts being charged to the project for the reporting period. (Match will be seen only by DD Councils.)

    

7. To add a new line for a specific budget category, select the “Add a line item to…” link.

8. For each additional budget line, fill in the proper information in the “Nature of Expense” and “Current” fields.

9. Remember to save your work by selecting the “Save Report Changes” button.

    

10. Select the “Save and Submit Report” button when you are ready to submit.

    *Note: A notification e-mail will be sent out to the staff member(s) to whom the grant is assigned.