Requests for reimbursement for eligible project expenses must be received by CDBG staff no later than the last Friday of each month. The reimbursement process takes approximately 30 days from the time the sub-recipient submits the request to the time the check is received.
You must include accurate information in your drawdown requests and return erroneously drawn funds to the grantee in a timely fashion. Sub-recipients are contractually obligated to spend the matching dollars that they committed to. In order to apply for following year funding, 50% of your grant award must be drawn down by January of your grant year. Your reimbursement requests should include the source documentation.
Source DocumentationThe general standard is that all accounting records must be supported by source documentation. The source documentation must explain the basis of the costs incurred as well as show the actual dates and amount of expenditures. Examples include:
You must have procedures to monitor obligations and expenditures against their approved budget(s) for CDBG-funded activities. It is critical that you maintain a close watch over your project or program progress and the amount of funds spent.
You must be up to date on your labor compliance requirements in order for your request to be approved and processed for payment. We recommend a provision in your contract to withhold payment to contractors who are not current on their labor compliance requirements. Expect a 30 day turnaround for payments.
Please submit reimbursement requests through Neighborly