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RFFLITE

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Title: RFFLITE

1
RFF-LITE

A streamlined process for requesting
reimbursement of expenditures online using the
Web Grants system
(http//webgrants.community.utah.gov)

2
What is RFF-LITE?

RFF-LITE is a program designed to reduce the
amount of paperwork and streamline the process
for requesting reimbursement of expenditures
under contracts administered by the State
Community Services Office.

3
Introductory Statement

Implementation of the Web Grants system has
revolutionized the grants management process.
We are constantly looking for new and innovative
ways to streamline the grants cycle.
RFF-LITE has proven to be a highly successful
method for reporting grant expenditures.
The claims processing cycle has been reduced
dramatically, often to just a matter of days.

4
Glossary of Acronyms and Terms

G/L Transaction Detail Report A financial
report generated from the organizations
automated accounting system listing in detail the
expenditures charged against a specific contract
RFF A Claim or Request for Funds (request for
reimbursement of expenditures incurred)
SCSO State Community Services Office
CSBG Community Services Block Grant
ESG Emergency Shelter Grant
PAHTF Pamela Atkinson Homeless Trust Fund
CNH Critical Needs Housing
EFN Emergency Food Network

5
What are the requirements for the RFF-LITE
program?

The RFF-LITE program consists of two basic
components
A General Ledger Transaction Detail report (or
Profit and Loss Detail report or Revenue and
Expenditure Detail report or similar report)
listing the specific expenditures claimed for
reimbursement.
An Excel spreadsheet that summarizes and
reconciles amounts from the transaction detail
report to the amounts listed on each budget line
item on the Claim form RFF.
Note Effective July 1, 2008, agencies approved
for RFF-LITE are no longer required to send a
paperless claim notice when submitting claims
for reimbursement. The Web Grants system
automatically notifies SCSO staff when you click
on Submit.

6
Whats in it for me?

Grantees/sub-recipients approved for the RFF-LITE
program are no longer required to submit
Copies of vendor invoices and/or statements
Copies of checks
Copies of pay stubs and time sheets

7
Expected Benefits

Grantees/sub-recipients should experience cost
savings from a reduction in the amount of
paperwork previously required to be submitted
with each RFF
Reduction in cost of paper and toner
Reduction in cost of postage to send RFFs to SCSO
Reduction in employee time required to sort and
make copies of vendor invoices, etc.

8
Does my organization qualify to participate in
RFF-LITE?

To participate in RFF-LITE, your organization
must have a financial management system capable
of producing a transaction level detail report
listing the specific current period expenditures
being claimed for reimbursement.

9
Does my organization qualify to participate in
RFF-LITE?

Your financial management system must also be
capable of producing a cumulative or Year-to-Date
transaction level detail report at the end of the
contract term that includes all expenditures
claimed against the particular award. This
report may be required as part of the contract
close-out process.

10
Submission of Financial Reports

The current period transaction detail reports are
submitted electronically as an attachment to your
RFF/Claim using the Web Grants on-line system.
Consult the Web Grants Grantee User Guide for
instructions on how to attach a file.
If your financial management software will not
allow you to export the data to an attachable
file, you can scan the reports to a PDF file and
attach to your claim. The basic requirement is
that the file must be in a format that can be
opened using the software currently in use by
SCSO.
(Note files in Excel 7.0 format cannot be
opened by SCSO and are not acceptable. Contact
SCSO for instructions)
If you cannot attach the reports in Web Grants,
you will need to print and mail them with the
signed RFF/Claim form printed from the Web Grants
system to your SCSO Program Specialist.

11
How about some examples?

The following slides provide some specific
examples of how the RFF-LITE method works with
two funding sources
Example 1 is for an ESG contract
Example 2 is for a PAHTF contract

12
Example 1 Submitting an RFF/Claim for
expenditures incurred during September 2008 under
an ESG contract

Prepare a transaction detail report that includes
the current period expenditures for the ESG award
and export to Excel or other attachable file
Summarize the data in an Excel spreadsheet by
subtotaling the individual G/L account totals
that add up to each budget line item on the
RFF/Claim form (see sample on next slide)
Tip Save all of the above in a single Excel
workbook to facilitate attaching to your
RFF/Claim through the WebGrants on-line system.
Create a separate Excel folder for each contract
then, as you prepare the reports for your
RFFs/Claims throughout the year, save each file
as Claim 1, Claim 2, etc. within a single
folder.

13
Example 1 - Submitting an RFF/Claim for
expenditures incurred during September 2008 under
an ESG contract (continued)

Enter the line item totals from the Excel Expense
Summary spreadsheet in the Reimbursement
component of the RFF/Claim in Web Grants.
Attach current period transaction detail report
and Excel summary/reconciliation sheet to the Web
Grants Claim (see page 17 of the Grantee Claims
training manual it works the same as adding an
attachment to an email message!).
Print a copy of the Claim form for your records.

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16
Example 2 Submitting an RFF for July 2008
expenditures under a PAHTF program contract

Prepare a transaction detail report that includes
the current period expenditures for the PAHTF
contract and export to Excel (or scan to
attachable file).
Summarize the data in an Excel spreadsheet by
subtotaling the individual G/L account totals
that add up to each budget line item on the
RFF/Claim form in Web Grants.
Enter the line item totals from the Excel
spreadsheet to the RFF/Claim form (see page 17 of
RFF training manual).
Attach the transaction detail report and Excel
summary sheet to the WebGrants RFF/Claim (see
page 17 of the RFF training manual).
Print a copy for your records.

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19
Supporting Documentation

RFF-LITE does not change the requirement that
your agency must maintain adequate documentation
to support amounts charged against any contract
administered by SCSO
Expenditures must be supported by vendor
invoices, statements, vouchers, receipts, etc.
Personnel costs must be supported by time and
activity records and based on actual
after-the-fact activity.
Records must be retained for at least the period
of time specified in Attachment B of the
Contract.

20
Supporting Documentation

The significant difference with RFF-LITE is that
you no longer have to submit copies of the
supporting documentation (vendor invoices, etc.)
to SCSO unless specifically requested to do so.

21
Periodic Requests for Supporting Documentation

RFF-LITE is a relatively new program. To ensure
grantee compliance with the supporting
documentation provisions stated in the contract,
SCSO may randomly select one or more RFF/Claim
forms submitted during the contract period and
request that supporting documentation for
particular expenditures be submitted.

22
How will I know if I need to submit supporting
documentation?

Your SCSO Program Specialist will notify you by
telephone and/or via email
Once notified, you will have ten business days to
submit the supporting documentation for the
specific expenditures selected

23
What happens next?

Upon receipt, the documentation will be reviewed
by SCSO fiscal staff and/or DHCD accounting staff
You will be notified of any deficiencies, and be
given an additional ten business days to respond
by providing any additional documentation
requested.

24
What happens if adequate supporting documentation
is not provided?

Failure to provide adequate supporting
documentation in a timely manner will result in
disqualification from the RFF-LITE program.
If disqualified, the organization will be
required to submit complete supporting
documentation with all future requests for
reimbursement.
Costs with inadequate supporting documentation
may be disallowed, and the organization may be
required to repay these amounts.

25
Proven Results

The RFF-LITE program has required very little, if
any, additional effort from the grantee, saving
valuable time resources.
SCSO Program Specialists spend less time
reviewing and approving the Claims for
reimbursement.
The overall reimbursement processing cycle is
more efficient, with a significant reduction in
time to process your payment!

26
Where to Get More Information