Submitting Monthly Invoices

Invoices

DCYF grant funds are provided on a cost reimbursement basis. This means that grantees must first incur and then invoice for eligible program expenses rather than receiving their full grant awards at the start of their term. The invoice submission and review process is carried out in the Invoices module in CMS. On a monthly basis, grantees submit expenses along with a Narrative and Progress Report for review and approval by DCYF Program Specialists.

Grantees identify their anticipated invoicing months on their annual workplans. To access the Invoices module, a grantee’s workplan must be in an approved state and the DCYF Grant Agreement approval process must be complete. CMS will send an email to the program primary and fiscal contacts once the Grant Agreement approval process is complete, indicating that invoicing can begin.

Important invoicing details, including expense eligibility and deadlines, are published in the Doing Business with DCYF guide.

Submitting Monthly Invoices

What You’ll Need

• Agency Account

• Doing Business with DCYF

1

Log-in to CMS using an Agency account.

Program Staff accounts may view and edit invoice Narrative responses but do not have access to edit the Expenses form nor submit invoices for DCYF review.

2

Navigate to the appropriate fiscal year using the Fiscal Year filter, located in the Agency Programs page.

3

Select the program you wish to invoice for.

4

Click on the Invoices module located in the left menu.

5

Select the current month’s invoice.

6

Complete and submit the Narrative form.

Your responses should describe challenges, successes, and programming experiences. Additionally, responses should reflect the activity and participation data submitted in CMS. If your program offered services for which you were unable to collect and report individual participation data, document the services in your responses in the Narrative form.

DCYF Program Specialists may request specific details and/or ask that additional questions be addressed in your narrative responses.

7

Review and submit the Progress Report.

The Progress Report summarizes monthly and year-to-date participation data entered in the CMS prior to submission of the Progress Report form. Activity and participation data entered after submission of the form will be reflected in future Progress Report totals. Prior to submitting the Progress Report form, ensure all activity and attendance data has been entered in CMS and reflects the program activities for the month.

8

Complete and Submit the Expenses form.

The Expenses form presents the following four sections

1. Approved Expenses Summary (excluding the current month’s expenses): This table lists the budget allocated to different categories described in your approved workplan. Approved expenses, adjustments, and payments from prior months are reflected in the Account Balance column, which indicates the total funds remaining for each budget category.

2. Monthly Expenses Summary (current month’s expenses): This table lists the total expenses included in the current month’s invoice for each budget category described in your approved workplan. The totals will update after you submit expenses for each category in the following section.

Grantees that received an advance payment will see an advance repayment amount deducted from the total expenses to be reimbursed by DCYF in the Monthly Expenses Summary table. Monthly advance repayment amounts are based on the schedule agreed to at the time the initial payment was finalized. Contact your DCYF Program Specialist if your total monthly expenses are less than the month’s advance repayment amount.

1. Expenses by Category (current month’s expenses): Submit expenses for each budget category using the appropriate table. The expense categories that appear on your invoice are drawn from your approved workplan. If you do not see an expense category that you need, please contact your DCYF Program Specialist.

2. Supporting Document Uploads: This section provides functionality for you to upload supporting documents with your invoice. Refer to the Uploading Supporting Documents section below for more information.

Expenses Form – Additional Guidance

Expenses under Adult Staff, Youth Staff, Subcontractors, and Fringe Benefits must align with the line items defined in the budget. For example, if SUI and FICA are the only approved Fringe Benefit line items, expenses can only be submitted for those two items. Refer to the following instructions when submitting expenses under these categories.

Adult Staff: Select from the adult staff items listed on your approved budget. The Adult Staff drop-down menu shows the role, title, pay type, and pay range to help you identify the correct item.

• Hourly employees - enter the employee name, hourly wage, and total expenses. The hourly wage must fall between the minimum and maximum hourly wage defined in the approved budget.

• Salaried employees - enter the employee name and total expense.

• You may add or delete staff by clicking on the Add button or trashcan icon. If changes are needed to the adult staff items, contact your Program Specialist to request a workplan budget revision.

• You may copy over Adult Staff information from the prior invoice month for the current fiscal year by clicking on the Copy Over button.

• Employees must be listed on separate expense lines; multiple employees cannot be described under a single adult staff line. Review all wages to make sure your invoices reflect your agency’s payroll records. Hourly wages fall within the minimum and maximum hourly wage amounts entered in the approved budget.

• An explanation is required for staff expenses where the total hours worked exceed 174 hours. For further guidance, refer to the Doing Business with DCYF Guide.

Youth Staff: Select from the youth staff items listed on your approved budget, enter the hourly wage, expense amount, and explanation for each.

Subcontractors: Select from the subcontractors listed on your approved budget and enter an expense amount and explanation for each. Only subcontractors named in the approved DCYF Grant Agreement may be listed in this section.

Fringe Benefits: Select from the fringe items listed on your approved budget and enter an expense amount and explanation for each. Only fringe items included in your approved budget will be available for selection when submitting an invoice. To make changes to the fringe benefits in your approved budget, contact your DCYF Program Specialist.

Expenses by Category: Enter the expense amount and explanation for each budget category.

CMS will generate an error message if the total monthly expense for any budget category is greater than the amount remaining in that category. Please contact your Program Specialist if you need to revise your budget.

9

Complete the Sign & Submit step to submit the invoice for DCYF review and approval.

Invoices must be submitted in monthly order. Access a PDF copy of individual invoice forms or the full invoice by selecting the PDF icons located to the right of each form name.

Submitting only the Expenses form (Step 8, above) is insufficient and will not send your invoice for DCYF review upon submission. You must submit all components of your Invoice (Narrative, Progress Report, Expenses, and Sign & Submit) for DCYF to receive your full invoice and begin the review process.