SANREM Expense Invoicing

andBudgeting

John LipovskyProgram Coordination Assistant

Manage sub-award finances from setup to closeout.Process invoices, budgets, amendmentsTrack cost share and host country expendituresWork closely with VT OSP to ensure SANREM is in compliance with USAID requirements. Prepare quarterly pipeline reports

Invoicing

Overview

Policy

Invoice Template

US Universities and IARCs

Host County Partners

Miscellaneous

Invoicing Overview

Invoices submitted at least quarterly, but not more frequently than monthly.

Must show cost share.

Payments will be delayed if quarterly reports are not submitted on time.

Invoice Template

We only accept invoices that utilize the two page invoice template provided on our website.

Invoice Content-US institutions and IARCS

Current Invoice AmountCumulative Invoice AmountInvoice Detail (page 2) – Only required if international travel occurs or Equipment purchased is greater than $5,000

Cost by Country- All indirect costs are considered to be a US expense.

Cost SharingFax/Email a signed invoice

Receipts are not required by the ME for invoice reimbursement.

Invoice Content-Host Countries

Same as for US universities and IARCsReceipts are required – Scan your receipts and email them with a signed copy of your invoice template. Mail the original invoices and signed invoice template to the SANREM CRSP office.

Budget Issues

Annual Budgeting

Sub-awardees must submit annual: (Oct.1 thru Sept. 30)

Budgets Cost Share Budgets

Budget NarrativesCost Share Budget Narratives Work Plans

Your budget allocation may change each year.

Team Room – SANREM PI Forms

Budget Policies

Host Country Expenditures

Cost Share

Budget Amendments

Budget Carryover

Equipment Purchases

Host Country Expenditures

At least 50% of SANREM CRSP funds must be expended in or on behalf of the host countries.

You must document this annually.

Cost Share

Please report cost-share on each invoice.

Budget Amendments

Annual budget amendments are required to coincide with available USAID funding.

Budget FlexibilityFormal re-budgeting required if indirect costs are affected (i.e., increase in equipment or tuition spending)

Approval of line item changes greater than 10% required.

Carryover Policy

Maximum of 10% carryover permitted.

Must request exceptions in writing 30 days before the end of the budget year.

Carryover discouraged.

Equipment Purchases

Must be detailed in annual workplans and receive pre-approval from USAID. This takes time.

Equipment defined as tangible property with a cost of ≥$5,000.

Many restrictions on purchases (US origin, etc.).

Acknowledgements

Debbie Francis, my IPM CRSP counterpart

Dawn Bennett, our Office for Sponsored Programs Project Officer.