Grantees must submit reimbursement requests quarterly.
Quarterly/Yearly Reimbursement Report: Expenses Budget Form
Grantees will find a personalized expenses report form in google drive, this form must be used to help organize the required information. The form must be saved as an Excel and uploaded or emailed to the Program Administrator for review. All templates, forms, and other required documents can be found in the resources tab.
When completing the final report budget expenses form, be sure the column "Grant Dollars Allocated" matches the approved grant award budget presented in the Project Budget attached to your Grant Award Agreement (contract).
Grantees will have a period of 7 calendar days to submit any corrections or missing or incorrect documentation listed by the Program Administrator. Any funds that have not been properly proven will not be reimbursed at the end of the correction period.
Quarterly Reimbursement Report: Uploads
Grantees completing reimbursement reports are required to provide a series of documents in order to receive quarterly reimbursement payments on their grant award with The Bass. All documents must be provided in google drive or via email for each organization. If assistance is required, please contact firstname.lastname@example.org
Grantees are required to use the Final Report Expense Summary template and save it in google drive to help organize the required canceled checks and invoices. The template is a Google Sheet. You may add additional rows to budget categories as needed.
Grantees are required to provide evidence that grant dollars were spent in accordance with the Grant Award Agreement (contract). This evidence/documentation must correspond to the approved grant award budget in the Final Report Form.
In order to demonstrate that grant dollars were spent appropriately, grantees must submit evidence in the form of receipts or invoices for all grant expenditures – what goods/services were purchased, together with the corresponding proof of payment (cancelled checks) for those line items. There must be proof of purchase AND proof of payment for each grant expenditure.
All non-salary employees must have an invoice and/or timesheet that includes the following information:
1. Invoice number
2. Invoice date
3. Services rendered
4. Date and hours of services
5. Pay rate
Invoices that are missing any of this information will be rejected and will not be included in the reimbursement.
Grantees must upload to the google drive or email one (1) PDF file containing all scanned copies of each cancelled check (front and back) to show proof of payment. Alternatively, grantees may provide one scanned pdf containing bank issued evidence of payments in the form of a cancelled check summary statement only if the payee is clearly noted on the check summary statement. Summaries noting only check number and amount are not acceptable.
Cancelled checks and invoices documenting grant expenditures must align with the Expense Summary Template and the Grant Dollars Allocated column.
Grantees making payment with a credit card must still provide evidence of what was purchased in the form of a dated receipt/invoice and a copy of the cancelled check showing payment was made for the credit card charges.
Grantees should NOT make payments in cash, unless an appropriate dated receipt and/or invoice is received documenting the goods or services received and showing that the bill was paid in full. For cash payments issued to artists or any other individual, grantees must submit a notarized affidavit signed by the artist or individual receiving payment, attesting to the services provided, the date of services and payment received.