Grant Reimbursement & Progress Reporting Process Revised 7-9-2019

1. Grant Reimbursement & Progress Reporting ProcessRevised 7-9-2019

2. Grant Reporting • To complete the financial component of the reporting requirements, the following must be submitted in GMS to receive the requested IDC quarterly reimbursement: • IDC Quarterly Grant Progress Report; • IDC invoice, IDC Payee Tracking Sheet, or system’s detailed ledger. • Supporting Documentation: • Proof of Expenses (Vendor invoices, mileage forms, contracts, purchase orders, receipts, Etc.) • Proof of Payments ( Check stubs, EFT stubs, Receipts, Etc.) • These documents must be uploaded into the GMS (Grant Management System) to receive reimbursement.

3. IDC Quarterly Grant Progress Report Fill out the report as set forth in the instructions.

4. Invoices, Ledgers & Proof of Payment • IDC Invoice: The form must be completed by the grantee (city or county) level, not by a contractor. The IDC Invoice mustinclude sub-totals for each category in the grant and system spending columns outlined in the grant award. The categories available for reimbursement and system spending requirements are detailed in the IDC grant award contract and payment structure. The invoice form separates system spending from reimbursable spending. • Ledger or IDC Payee Tracking Sheet: Must reflect the total spending for local indigent defense services. This includes both local spending and IDC requested reimbursement expenses • Proof of Expenses: Systems must provide verification for each expense showing that the expense was incurred during the reporting period and that it relates to indigent defense spending. • Proof of Payment: Systems must provide proof of payment before an expense can be reimbursed. Proof of payment should include the party or parties being paid and date of payment.

5. IDC Invoice Template • Template for the system to invoice the IDC for reimbursement. • Must be filled out by the system (direct grantee). • Make sure to fill out the form completely. • Before completing, check the grant award to ensure the system is meeting required system spending.

6. Ledger / Payee Tracking Sheet

7. Grants Management System (GMS) • Once you have compiled all the reporting documents listed on the preceding slides, go to the Grants Management System at fsr.utah.gov; • ALWAYS USE A FIREFOX WEB BROWSER • Once on GMS, enter your username and password. These were sent by email and can be located there if you cannot remember. Please contact us if you cannot find them. • The following slides will walk you through the process to upload your documents for reimbursement requests.

8. Once logged in, click on New Financial Status Report to begin a new quarterly report.

9. 2. Enter the total amount of reimbursement requested in the “Grant Funds” column. Refer to your grant payment structure for allowable amounts in each category. 3. Enter non reimbursed system spending in the “Cash Match” column. • Remember that you must meet the system spending amount agreed upon in your grant payment structure, in order to claim reimbursement. 4. Break down spending by category in the “Outlays This Period” row. • Refer to your payment structure for allowable amounts in each category. • If there were no expenses in a particular category, leave the field blank.

10. 5. Click here to upload documents: • Upload the progress report, IDC Invoice/Ledger and Supporting Documents as separate files. • Group supporting documents (proof of expense & payment) in 25-30 page uploads to meet file size limits. • When possible arrange documents so that proof of expense and payment are together in order. • If using a Payee Tracking Sheet or ledger arrange supporting documents in the same order listed on the form. 6. When you finish all previous steps: • The grant project director should click “Sign”. • You have the ability to un-sign and edit if needed before the IDC processes the request. • For faster processing, email gregbates@Utah.gov when you have submitted.

11. Frequently Asked Questions Q: What expenses should be included? A: All expenses should be included for the period for which they are incurred. Expenses must be paid before they can be reimbursed. If you have an expense to report for a past period due to late payment of the expense, contact the grant program manager for instruction on submitting a supplemental request for the previous period. Q: What if the director discovers a mistake in GMS after they have signed? A: The project director can un-sign and fix the mistake and then re-sign. If the mistake is discovered after the IDC has processed and signed, please contact the IDC grant program manager for assistance. Q: What happens when GMS will not allow me to sign? A: It is likely the total amounts are incorrect or the ledgers have not been uploaded. The total Sourceof Funds must equal the total Expenditures. If the amounts are different, you will see a red warningto fix the entries. Q: Can I view the prior reports for my grant? A: Yes, just click on the month/quarter edit button. Q: Can I change information on a prior report that has been signed by the IDC Officer and Reviewer? A: No. Once the IDC Officer and Reviewer have signed the report, you cannot make any changes.Please contact your grant manager. Q: Does mileage have to be paid by the city/county prior to requesting reimbursement? A: Yes. If an attorney has reported a travel expense it should be paid by the municipality before requesting reimbursement. The reimbursement should be reported in the quarter that the expense was paid by the county. Q: If a pay period spans two quarters which reimbursement request should the pay check be it be included on? A: When spanning two quarters payroll should be submitted under the quarter in which it is actually paid. Example: A quarter ends December 31st but the pay period spans December 24th through January 7th. The payroll check date is January 14th. The check would be included on the new quarter (January through March).

12. Reporting Issues • If you have trouble completing/uploading documentation, we can help! Call or email: Greg Bates - GrantProgram Manager Cell: 801-979-3358 Email: gregbates@utah.gov Or Darien Hickey – Research & Data Analyst Cell: 801- 455-0793 Email: dhickey@utah.gov