Arts Funding

Reimbursement Guidelines

Operational Support (all funding levels)

FY 14 Reimbursement and Invoicing Guidelines:

The Arts Funding Division provides funds on a first disbursement then subsequent reimbursement basis. The following guidelines apply.

  • The first disbursement is submitted upon contract execution by submitting an Invoice Cover Sheet.  Subsequent invoices are due on the 10th of each month if the grantee is on a monthly invoicing schedule; otherwise, they are due on the 10th of the month following the preceding quarter, i.e., January 10th, April 10th, July 10th, and October 10th.
  • Expenses must have been incurred within the contract term dates: FY 14, October 1, 2013 – September 30, 2014.
  • Expenses must be outlined in the agency’s approved FY 14 Operational or Project Support Budget document.
  • Required documentation to support expenditures includes:
  • For personnel and/or contractual services: payroll journal, time sheet, canceled checks and bank statements.
  • For contractual services: contracts/invoices must accompany any reimbursement requests.
  • For other expenses (nonprofessional services, rentals, utilities, etc.): original receipt or invoice, canceled checks, bank statement, credit card statements.
  • Ineligible expenses include:  sales taxes, late fees, capital items (computers, furniture, vehicles, etc.) transportation costs (unless part of contractual artists’ fees), any expenses not in the agency’s FY 14 Operational or Project Support Budget.

The procedures for Cash Match and In-kind funding are the same as above.


How to Prepare a Reimbursement Request
Download the current Invoice Checklist (PART I) and Invoice Template with Cash Match, Invoice Template w/o Cash Match

The Invoice Cover Sheet (PART II) must include: agency name and address, date invoice submitted, invoice number, contract number, program name and to/from date (period covered in this invoice).

  • Enter No. 1, city award contract budget amount (per DCCD contract). The template will calculate No. 2, total cost incurred (Do Not Enter #2).
  • Enter No. 3, less payment received 
    Enter No. 4, net amount requested (per contract disbursement schedule)

To complete the Detailed Listing of Expenditures (PART III) do the following: 

Personnel and/or contractual services expenditures

  • Enter position, title, name, pay period, check number
  • Attach copy of canceled check or bank statement
  • Attach copy of payroll journal or signed times sheet
  • Attach copy of contractor’s contract and time sheet (when applicable)

All other expenditures

  • Enter vendor name and check number
  • Attach copy of canceled check, bank statement or credit card statement
  • Attach copy of original invoice or receipt
  • Attach copy of contractor’s contract and time sheet (when applicable)

Cash match and in-kind
Same as above and:

  • Identify where agency has matched City dollars with cash
  • Identify where agency has matched City dollars with in-kind
  • Describe in-kind in appropriate area provided at the end of the invoice template

Project Support

FY 14 Reimbursement and Invoicing Guidelines:

The Arts Funding Division provides Project funds on a first disbursement then second reimbursement basis. The following guidelines apply:

  • The first disbursement is submitted upon contract execution by submitting an Invoice Cover Sheet. The next and final invoice is due upon completion of the project and must include back up documentation for the entire allocation.
  • Expenses must have been incurred within the contract term dates: FY 14, October 1, 2013 – September 30, 2014.
  • Expenses must be outlined in the agency’s approved FY 14 Operational or Project Support Budget document.
  • Required documentation to support expenditures includes:
  • For personnel and/or contractual services: payroll journal, time sheet, canceled checks and bank statements.
  • For contractual services: contracts/invoices must accompany any reimbursement requests.
  • For other expenses (nonprofessional services, rentals, utilities, etc.): original receipt or invoice, canceled checks, bank statement, credit card statements.
  • Ineligible expenses include: sales taxes, late fees, capital items (computers, furniture, vehicles, etc.) transportation costs (unless part of contractual artists’ fees), any expenses not in the agency’s FY 14 Operational or Project Support Budget.

The procedures for Cash Match and In-kind funding are the same as above.


How to Prepare a Reimbursement Request
Download the current Invoice Checklist (PART I) and Invoice Template

The Invoice Cover Sheet (PART II) must include: agency name and address, date invoice submitted, invoice number, contract number, program name and to/from date (period covered in this invoice).

  • Enter No. 1, city award contract budget amount (per DCCD contract). The template will calculate No. 2, total cost incurred (Do Not Enter #2).
  • Enter No. 3, less payment received 
  • Enter No. 4, net amount requested (per contract disbursement schedule)

To complete the Detailed Listing of Expenditures (PART III) do the following:
Personnel and/or contractual services expenditures

  • Enter position, title, name, pay period, check number
  • Attach copy of canceled check or bank statement
  • Attach copy of payroll journal or signed times sheet
  • Attach copy of contractor’s contract and time sheet (when applicable)

All other expenditures

  • Enter vendor name and check number
  • Attach copy of canceled check, bank statement or credit card statement
  • Attach copy of original invoice or receipt
  • Attach copy of contractor’s contract and time sheet (when applicable)

Cash match and in-kind
Same as above and:

  • Identify where agency has matched City dollars with cash
  • Identify where agency has matched City dollars with in-kind
  • Describe in-kind in appropriate area provided at the end of the invoice template
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