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Request for Receipts to Receive Advances
By Anonymous on Monday, November 13, 2000 - 03:19 pm:

The OMB Circulars for grant administration do not require recipients to provide receipts with their requests for advance or reimbursement. However, I have spoken to some Grant Specialists that require such receipts from their recipients. One Grant Specialist in particular, told me that she requires receipts before the approval of any payment. Is this a good practice?


By Carol Elliott on Thursday, November 16, 2000 - 10:48 am:

Standard practice is to allow a grantee to request funds in advance of incurring expenses. In that case the grantee will not have receipts, since the cost hasn't been incurred. Of course, the amount of the advance is limited to only those costs expected to be incurred in the near future.

In some circumstances, a Grant Specialist may determine that a particular grant should be on a reimbursement basis. In that case the recipient may be required to provide receipts. This type of payment arrangement is the exception and should not be standard practice. It should only be used when there is a concern about the grantee's financial management system, financial stability, cash-flow problems, etc.

I too would be more comfortable if the grant regulations were more like contract requirements, but unless the rules change we shouldn't let our personal bias add requirements that are not required. Unless there is a specific reason, grantees should be allowed to request funds in advance.

Carol

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