How to Report Expenditures

It's important to keep detailed records of how you spend the grant funds. At the end of your grant period, you have to submit a grant expenditures reporting package, which includes supporting documents such as receipts and bank statements.   

 

Your grant period is 12 months, starting on the date indicated in your grant agreement. You must spend your grant funds within those 12 months, and expenditure documentation is due within 30 days after the grant period ends.

Grant expenditure reporting package

This is the list of items that you must include the grant expenditures reporting package at the end of your grant period.

  • Cover letter on your organization’s letterhead explaining how you spent the grant funds
  • Documentation of Grant Expenditures form (you will receive this with your first grant check)
  • Completed List of Expenditures form
  • Proof/documentation of how you spent the grant funds. Each supporting document should have a number that corresponds to the related line on the List of Expenditures.
  • Unspent funds check (if applicable)

If you don’t use all the award money within the 12-month grant period, you must return unspent funds to the County. Write a check for the remaining balance payable to “County of San Diego” and include it with your expenditure reporting documents.

Documenting your expenses  

As you make payments with grant funds, keep track of them in the List of Expenditures form. Each entry should include:

  • date
  • check or transaction number 
  • who or what entity you paid
  • purpose of the payment
  • dollar amount

Mark any receipts or invoices with the related Item # from the form and save copies to submit as documentation.

 

Grant funds CANNOT be used for:

  • Cash purchases
  • Gift cards or certificates
  • Food or alcohol
  • Donations to another organization
  • Expenses covered by another funding source

View our grant documentation guide to assist your organization in the documentation of Community Enhancement funds.

Forms and Instructions

Contact

cenrpgrants@sdcounty.ca.gov

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