2-Attachment 2 -Program Budget.xlsx

Vendor Instructions Attachment 2 Vendor Instructions

All documents should be e-mailed with the least amount of attachments to:

HomelessSolutions@dallas.gov.

The email subject line should read:

PAYMENT REQUEST - VENDOR - #### (last four digits of MASC number) - MM/YY. PLEASE**PRINT ALL FORMS TO PDF WHEN SUBMITTING MONTHLY REPORTS.

• Log onto HomelessData.com (at https://warehouse.homelessdata.com) – access may be obtained through Housing Forward

• Click Reports

• Click New box

• Select the applicable report (CAPER, etc.)

• Input the following report parameters:

1. Report Start Date: contract start date

2. Report End Date: last day of the reimbursement report period

3. Select your Organization

4. Select your Project

• Click Run Report

• When report appears in Report Preview, click Download

Source Documentation Guidelines Attachment 2 Source Documentation Guidelines

Source documentation is required to validate expenses billed to contracts. Documentation is expected to be clearly identified and labeled with the amount and description of the expense. For reimbursement from OHS, expenses must be:

• Appropriate - directly related to the project

• Eligible - allowable under all applicable policies and procedures pertaining to the contract

• Accurate - allocated to the correct cost category and free from mathematical errors

• Supported - validated with acceptable supporting documentation

• Timely - incurred during the term of the contract

• Unduplicated - not previously submitted for reimbursement

All reimbursement requests require a General Ledger that must include the following information for each expense:

• Date the expense was billed

• Category of the expense

• Payee

• Total amount of the expense

• Percentage or amount of the expense allocated to the contract

A Payroll Log is required for all salary and fringe expenses. Paystubs and timesheets should not be submitted unless requested but must be maintained and accessible according the record retention standard. Payroll registries must include the following information:

• Employee name and position

• Applicable cost category (Operations, Supportive Services, Administrative Costs, etc.)

• Number of hours charged to the program

• Rate of pay (specify annual or hourly)

• Total amount paid for the reimbursement period (gross and net)

• Amount and percentage of salary submitted for reimbursement

• Amount and percentage of fringe submitted for reimbursement (Employer costs for Medical, Life, Disability, etc.)

• Payment method to reconcile to statement (check number, direct deposit ACH, etc.)

A Financial Assistance Log is required for all expenses provided directly to or on behalf of clients such as rent, utilities, subsidies, etc. Vendors are expected to maintain complete and accurate documentation of individual financial assistance expenses which will be requested periodically during the contact term. Financial Assistance logs must include the following information:

• Client identification number (for privacy, client names should be omitted)

• Type of assistance provided

• Payee or Vendor payed

• Period of service

• Total amount paid for the reimbursement period

• Percentage or amount of the expense allocated to the contract

Payroll log and financial assistance log templates are available upon request.

All expense invoices and receipts MUST be dated within the contract period, include payee contact information, and show a total amount equal to or greater than the amount billed to the contract. Expenses that cross over contract terms must be prorated between the two contracts.

All reimbursement requests must also include bank and/or credit card (if applicable) statement(s) to verify that billed expenses have been paid by the vendor, during the reimbursement period. For expenses that cannot be verified, additional documents may be requested such as Cancelled Checks, Electronic Funds Transfer, or additional bank or credit card statements beyond the period for which the vendor is seeking reimbursement.

In addition to the requirements above, the table below lists the types of source documentation required for each category of expense billed to the contract. Applicable source documentation should be submitted monthly or maintained on-site by the vendor as indicated in the chart. Additional documentation substantiating billed expenses may be requested.

Note: In addition to financial source documentation, the following records must also be maintained on-site and available during, site visits or upon request:

• Individual client records (confidentially maintained in a secure space), including, but not limited to, Income Verification forms, program evaluations, and documentation of case management and supportive services, on each program participant.

• Documentation of all services provided

• Documentation to show compliance with the governing authorities.

1-Request for Payment Form

Attachment 2, Page 1 of 6 Request for Payment Form

Please complete this form (exluding the grey boxes) and return with supporting documents via email to: HomelessSolutions@dallascityhall.com.

Vendor Representative Date

All requirements are met and the payment is authorized.

Vendor is non-compliant or unresponsive and payment cannot be authorized. Details have been sent to the vendor.

2-Request for Payment Detail

PLEASE PRINT THIS DETAIL TO PDF WHEN SUBMITTING MONTHLY REPORTS

3-Match_Leveraging Expenditure

Attachment 2, Page 3 of 6 Match/Leveraging Expenditure Report Contract Goal N/A

Progress Rate N/A

N/A $ - 0

$ - 0

$ - 0

$ - 0

TOTAL $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0

4-Performance Summary Attachment 2, Page 4 of 6 Performance Summary

Performance Measure/Outcome Goal Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Oct-26 YTD Progress

5-Feedback Form Attachment 2, Page 5 of 6 Feedback Form

Please include your description of the barrier(s) and/or challenge(s) below:

6-Budget Revision Request Form

Attachment 2, Page 6 of 6 Budget Revision Request Form

Budget

Reason for requested change:

Note: The deadline for submitting this form is nine months after the beginning of the contract term, unless otherwise approved by the City of Dallas for good cause (e.g., for contract term of October to September, the deadline would be June 30). Only revision requests that total less than 10% of the total contract budget can be approved by HCE Operations & Performance Staff. Any requests that are greater than 10% of the total contract budget will need to be approved by Council before OHS approval.

Signature of Authorized Executive Date

Printed Name Approved

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