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U.S. Department of Health and Human Services

Desk Review

Supporting documents that may be requested for the desk review include:

  1. Personnel:  copy of signed time cards clearly delineating the time spent on this grant
    1. Copy of payroll roster demonstrating that persons were paid
  2. Fringe Benefits:  Copy of the payroll roster demonstrating the fringe benefits paid
  3. Travel:  provide copies of all travel authorizations and reimbursement claims submitted by traveler.  Documents should include copies of airline, hotel, and other receipts.
  4. Equipment:  Copies of the purchase order, invoice, delivery notice, and cancelled check or other documents demonstrating that the invoice was paid.  Simply marking “paid” on the invoice does not demonstrate payment.
  5. Consultant costs:  Copy of the consultant agreement between the grantee and consultant.
    1. Copy of invoice from the consultant that shows hours worked, rate per hour and activities conducted
    2. Copy of the documents to demonstrate payment was made
  6. Supplies:  Copies of the purchase order, invoice, delivery notice and cancelled check or other documents demonstrating  payment of the invoice.  If supplies are charged per FTE or pooled – provide documentation that demonstrates how the agency calculates the costs of supplies for each person or charges supply costs to a pool.
  7. Other:  Provide invoices and documents demonstrating payment for each item claimed under “other”.  In addition to these documents you must submit the following for these particular items of costs;
    1. Rent - include copy of the lease agreement (only needed for the first request or if changed), if only charging partial costs for rent to the grant demonstrate how you determined the amount to be charged to the grant – i.e. If charged by FTE provide policies and procedures listing how this is charged.   If charged by square footage provide a copy of the most recent floor plan
    2. Utilities – if only charging partial costs for utilities to the grant demonstrate how you determined the amount to be charged to the grant – i.e. If charged by FTE provide policies and procedures listing how this is charged.  
    3. If travel, etc. for training participants is included in this section provide the same documents as required under “travel” section.
    4. Vehicles – must demonstrate that vehicle is insured; if vehicle is purchased during the time frame submit the three quotes, purchase order, invoice (window sticker), and proof of payment.  Also, include proof showing that the vehicle is properly insured.
    5. Insurance - other than person paid under fringe benefit – provide purchase order, invoice and copy of the policy for each policy.
    6. Training and meeting conference –
      1. If attended by grantee,  submit documentation such as used for travel and proof of attendance  such as certificate of completion, official badge, or copy of materials
      2. If sponsored by grantee, submit purchase orders, contracts, invoices, proof of payment and proof that the event was held.

  • This page last reviewed: November 20, 2017