Mistake #1:Using one line in the Step 3 table to report expenses for more than one budget task
Resolution: Reported invoices must be broken out by a single budget task as listed in Exhibit B. If your contractor’s invoice includes multiple budget tasks, you must break it out onto multiple lines in the report table.
Mistake #2: Missing documentation
Resolution: While we do not require you submit copies of invoices or proof of payment, some grant activities and expenses do require certain documentation be submitted.
Grant Administration and Indirect Costs must be accompanied by timesheet(s) for grant administration hours, rate of pay, and the name of the individual(s). Indirect costs must include a clear calculation for the amount of indirect costs reported.
Mileage costs must include a report of the destination(s), # of miles traveled, and mileage rate used. The allowed state mileage rate is listed in Exhibit B of your grant award.
Hotel and Airfare expenses must include copies of receipts.
The contingency line in the budget is only for unexpected conditions that arise once work begins on your project. You must obtain verbal or email approval from your Preservation Specialist prior to using any contingency money.
Grant recipients may adjust budget lines by moving savings from one line to another. If any one line changes by +/-25% or more, you must receive advance approval from your Preservation Specialist and a budget amendment may be executed.
Once verbal or email approval is received for contingency use or a budget revision, email one of the following to your Preservation Specialist: