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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 eventuallyneed 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 8 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 D11 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.x1s » <br />From: CARY HOBBS Jesse A <br />Sent: Tuesday, April Ol, 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 273333. <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 ih 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- 54 7 .682.4843 <br />MAILTO:JESSE.A.CARYHOBBS@CI.EUGE NE.OR. U 5 <br />