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Once a Subrecipient executes a Subrecipient Agreement and commences the implementation of program activities, it is important to maintain good record keeping of financial transactions through the life of the contract. This includes establishing and implementing strong financial policies and internal controls to monitor payroll, acquisitions, payments, professional services, contractors, and other financial activity as approved as part of the agreement.
Internal Controls include:
Strong Policies
• Staff policies • Financial policies • Procurement policies
Conduct Internal Audits
Bookkeeping System
INVOICING
Subrecipients must submit monthly invoices to be reimbursed of program related expenses.
INVOICE PROCESS
The invoice process can be lengthy. PRDOH strongly recommends entities to submit invoices on a monthly basis to avoid significant delays.
VENDOR CAFE®
Subrecipients must register on the Vendor Cafe application to avoid unnecessary delays. Vendor Cafe is the platform through which Subrecipients must upload documents, submit and monitor invoices.
HOW TO REGISTER
Your Vendor Cafe profile must be completed and approved by the CDBG-DR Program.
This profile includes:
Vendor Information:
Review and complete vendor information details. Includes general information, type of service, EFT information, and electronic W9.
Contacts:
Include names of the people who will have access to Vendor Cafe.
EFT Setup:
EFT information as included in Form B or a bank letter.
Documents:
Vendor Café will require three (3) forms that must be attached to this section.
New Vendor Request (Form A)
Important information in Form A:
• Contact person information
• Tax Id number
• DUNS Number
EFT Authorization Form (Form B)
Important information in Form B:
• Name of the entity in first blank space
• Account information, including route and transit number
• Contact information for people que may be notified to address account or payment situations
• Name (in print), position held, signature, and date at the bottom of the form.
Authorized Signature Form (Form C)
Important information in Form C:
• Check the corresponding box to identify the form
• Name (in print), position held, email address, signature, and check the box with the roles for each person included in the form.
• Name (in print), position held, signature, and date at the bottom of the form.
Form C Attachments:
Entities may include, along with Form C, the
Tax release letter from the Treasury Department.
ADDITIONAL REQUIREMENTS:
• Upload a canceled cheque or a bank letter to validate Form B information
• Upload current insurance and bond certificates as required by the PRDOH
Instructional Presentation:
For a step-by-step guide to Vendor Café Configuration please view this presentation:
Subrecipient, contractor
and Suppliers Video
INVOICE PACKAGE
Invoice packages are contextualized depending on the Subrecipients, Program requirements, and contract. Subrecipients shall prepare their invoices according to PRDOH-established instructions.
Invoice documents (Invoice package) to be uploaded include:
Evidence of payments or certifications:
Documents that support the work realized, like for example:
TIMESHEETS
CONTRACTS
CONTRACTORS' INVOICES AND EVIDENCE OF WORK
Approved monthly report
INVOICE DOCUMENT SUPPORT
Timesheets
Subrecipients shall provide a timesheet that demonstrates the hours worked in CDBG-DR related activity. They should include staff name, position, date, descriptions of work performed, hours, total hours, employee’s signature, and employer’s signature. The Subrecipient must certify or include evidence that the work performed was rendered and paid.
Subrecipients may use their own timesheet template or download the following template for timesheet reporting:
How to - TIMESHEET TIPS
Best practices:
• Use fractions of hours
(.25 = 15 minutes; .5 = 30 minutes, etc.)
• Fraction hours according to activities
• Include detailed descriptions of tasks
• Show value of work
Common errors
• Vague descriptions
• Tasks don’t reflect amount of time dedicated
• Multiple activities or tasks in one single entry
• Time expressed in minutes
PROGRESS REPORTS
Progress reports are completed, reviewed, and approved through the Grant Compliance Portal (GCP). The GCP is the tool created for Subrecipients to comply with reporting requirements. In the GCP, information regarding Key Activities and Deliverables, schedule changes, equipment, procurements, and other transactions involving grant funds will be overseen for compliance. Once a report is approved, the Subrecipient may download and include with the Invoice Package.
