SAA and Region Functionality
Once a BSIR plan is approved, expenditure item requests are submitted to the region and SAA for approval and are placed on the Subgrantee Expenditure List (SEL) in a Needs POE status. For 2006 grants, once a grant application is approved by the SAA, all expenditure items within that application are automatically placed into the SEL, also in a Needs POE status.
The submission of the POE is the start of the subgrantee’s expenditure procurement process. Once a POE is submitted, the status of expenditure items is updated to On-Order status, indicating that the monies for the item are encumbered and the item is ready for invoicing. As the subgrantee receives invoices from vendors, they enter the invoice information into SPARS and fax a copy of the invoice and a cover sheet to you. At this point, you must compare the submitted reimbursement request to the vendor invoice and cover sheet to ensure that the information entered into the system is accurate.
The tools located in the Expenditure List Administration and Expenditure Administration sections of the Administration Menu have been designed to assist in these tasks. These include, but are not limited to:
|
Expenditure List Administration Tools |
|
Tool |
SAA |
Region |
|
Subgrantee Expenditure List Administration |
X |
X |
|
Credit Request Administration |
X |
|
|
Expenditure Wishlist Administration |
X |
X |
|
Change Request Manager |
X |
X |
|
Reimbursement Manager |
X |
X |
|
Voucher Manager |
X |
X |
|
Reimbursement Log |
X |
|
|
Reimbursement Log Roles |
X |
|
|
Expenditure Request Administration Tools |
|
Tool |
SAA |
Region |
|
Expenditure Request Administration |
X |
X |
|
Expenditure Administration |
X |
X |