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field on the chart of accounts that we use for the capital project number (which takes precedent over operating activity <br /> codes in terms of bill - paying). If these expenses are part of our City match, then I'll eventually need a copy of these bills <br /> for my grant folder for audits. So if you have a spreadsheet itemizing them, that would be great to have, and if you have <br /> actual copies of the invoices, that's even better! The best way for me to keep my grant folder up -to -date with all relevant <br /> materials I need to pass a grant audit is to get the information at the same time you submit a report & request for <br /> reimbursement. So as you're completing your reimbursement, if you can copy me on the final report/request, that would be <br /> wonderful! <br /> Regarding the large bill that will come in the end of May. Don't worry about the 011 portion of this bill from your side The <br /> bill needs to be paid on time, and to the appropriate fund - - -so process this invoice like you would any other. I have a plan <br /> outlined that addresses our 011 problem this year for POS, and part of this plan includes funding any needs this grant has. <br /> So please pay as you need to and I'll take care of the rest. The one thing you could do for me is send me an estimate of <br /> what you think the 011 portion of the May payment will be so I will know what to expect in terms of cash outflow for the 011 <br /> fund. <br /> Sorry for the delay Jesse, but I really appreciate your patience. I am in a lunch meeting, but I will be back to my office by <br /> 1:30, so if you have any questions on the attachment, please let me know and I will make it a priority to get you any other <br /> needed info! <br /> Lacey <br /> « File: 333ExpenseRpt4- 08.xls » <br /> From: CARY HOBBS Jesse A <br /> Sent: Tuesday, April 01, 2008 9:08 AM <br /> To: RISDAL Lacey L <br /> Subject: Ridgeline Trailhead Improvement grant reporting and 011 fund reuimbursement <br /> Hi Lacy, <br /> I am getting ready to send a report to the State of Oregon for reporting and getting reimbursed for grant expendatures for <br /> our Ridgeline Trailhead Improvement Grant. <br /> A couple things I need your help with or need to let you know: <br /> • I could use a list of expenatures billed to grant code 333 (most of these were billed out of 011 and will be reimbursed <br /> by the grant) <br /> • I need a list of how many staff hours have been coded activity code 213333. <br /> • I have a group of other match bills that we paid for with A6 funds that I was told I could not put the macth activity code <br /> 213333 on. I have been keeping and tracking those seperately. <br /> • I am expecting a rather large bill to be coming in May, part of which will coded for match from our A6 fund and part of <br /> which will be coded 011 -XXXX- XXXXXX -333 and will need to be reimbursed. That next quarter's reporting deadline is <br /> in June. I know the 011 fund is currently in the red. How should I deal with this issue? <br /> The reporting is due by the end of the month but I'd like the info sooner so I can get it all sorted and in a bit early. <br /> Thanks Lacy! <br /> Give me a call if you have questions. <br /> X4843 <br /> Cell 510 -2503 <br /> -Jesse <br /> JESSE CARY -HOBBS <br /> NATURAL RESOURCE MAINTENANCE PROGRAM LEAD <br /> CITY OF EUGENE PARKS AND OPEN SPACE <br /> EUGENE. OREGON 97402 USA <br /> OFFICE- 541 .682.4843 <br /> MAILTO: JESSE .A.CARYHOBBS @CI.EUGENE.OR.US <br /> 2 <br />