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RISDAL Lacev L <br />From: RISDAL Lacey L <br />Sent: Monday, February 26, 2007 1:45 PM <br />To: CARY HOBBS Jesse A <br />Subject: RE: Grant 333 -Ridgeline Signage System <br />Hi Jesse, <br />Yes, I have all the numbers you need to manage this grant. I just got back from vacation, and so I apologize for not getting <br />these to you sooner. <br />Because grants are audited every fiscal year, we need to code all expenses that are reimbursed from a grant with a grant <br />code that we can track on the general ledger, as well as any expenses we are counting towards the match component of <br />the grants. So here are instructions on how to pay for grant-related expenses. If you have already paid for some expenses <br />that should be counted toward the grant itself, or the match. component, just let me know what they are and I can do an <br />adjusting journal entry to attach any code that is necessary. <br />For expenses to be reimbursed from the grant, totalling $63,350, please put grant code 333 on all invoices. Simply put <br />grant code 333 after the account code string on the invoice, with your signature. For example, if you are paying a materials <br />bill, it would look like: 011-9642-62900-333. <br />You have a match of at least $38,105 for this grant, so any materials, supplies that you are purchasing that you would like <br />to count as part of your match, please put activity code 213333 on the invoice (do not put the grant code on "matching" <br />expenses). This number also goes at the end of the regular account code string you would normally use. For any City <br />personnel time you want to count as part of your match, please put the fund-org-activity code on the timesheet (on the right <br />side of the timesheet) for any hours specifically worked on the matching component of the grant. You can use any of your <br />normal work-types with this approach. Employees should use their normal/PAF'd fund &org, unless your supervisor has <br />agreed to pay for others (outside of your team) as well. This approach will pay the employee from their normal/default PAF <br />account, and will track their time so we can find it when it comes time to prove our match component for the grant. <br />If you have any questions about how these codes should be used, please let me know. I definitely don't want to make your <br />work more complicated, but if we can attach the proper codes as we pay for items now, it saves me A LOT of research <br />time when the grant is audited. Let me know if there is anything I can do to help with these grants, I appreciate all your help <br />in getting the expenses coded properly! <br />Lacey, x4841 <br />From: CARY HOBBS Jesse A <br />Sent: Monday, February 26, 2007 11:39 AM <br />To: RISDAL Lacey L <br />Subject: RE: Grant 333 -Ridgeline Signage System <br />Hi Lacy, <br />I just got back from vacation and we have our first grant coordination meeting tomorrow afternoon. Do you by any chance <br />have a project number assigned to this grant yet. I'd like to be able to tell folks how they should track their time associated <br />with the grant at this first meeting. <br />Thanks, <br />jesse <br />From: RISDAL Lacey L <br />Sent: Monday, February O5, 2007 10:05 AM <br />To: CARY HOBBS Jesse A <br />Subject: FW: Grant 333 -Ridgeline Signage System _ <br />Jesse, <br />I just got the grant code for your Ridgeline grant. You will need to code all invoices that you want reimbursed from the <br />grant with code 333. I can now set you up with a project number to use on your timesheet & invoices that will be a part of <br />