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QSR Fiscal Reimbursement Requests

OCJS fiscal monitors conduct financial reviews of Quarterly Subgrant Reports submitted to Grant Coordinators. The fiscal monitor’s role is to ensure:

  1. Correctness of the period funding date
  2. Consistency with the reimbursement amount, current expenditures, and cash on hand amounts.
  3. Compliance between current expenditures, submitted backup documentation, and expenses in the approved budget or approved budget/programmatic adjustments.
  4. Uniformity of requested reimbursement between OCJS and match funds.
  5. Correctness of the sum of current expenditures.

Fiscal monitors will either approve the request for reimbursement or return the QSR to the grantee for revision. QSRs returned for revision create a delay in funding due to the inaccuracies. In order to ensure timely reimbursement approval and payment, it is critical for:

  • Expenditures to match the approved grant budget or approved budget/programmatic adjustments, including only allowable expenditures.
  • Submitted backup documentation match the current expenditures and include a completed Equipment Inventory Form for final QSRs.
  • OCJS funds and match funds be appropriately proportioned based on accepted grant application.