Guidance on Cash and In-kind Match Documentation under COC Program

Acceptable sources of cash match documentation generally include financial documentation that verifies the matching fund expenditure. Specific examples include, but are not limited to, the following:

·       employee timesheets with supervisory approval that explicitly indicate time spent engaged in eligible, grant-supported activities

·       quarterly payroll returns

·       payroll register

·       personnel file with salary/wage information

·       employee contract

·       cancelled checks/direct deposit schedule

·       invoices and receipts

·       general ledger and supporting ledgers

·       financial statements indicating the expenditure and funding source

·       grant agreements (for other local, state, and Federal grant funds; however, note that Federal grant funds must be statutorily authorized to be used as match or cost-sharing for another Federal program. It is the responsibility of the recipient to determine if the grant funds are approved for cost-sharing and match purposes)

Acceptable sources of in-kind match documentation include, but are not limited to the following:

·       signed and dated timesheets completed by an organization’s volunteers

·       donation forms completed by an individual or organization with a detailed description with a valuation of an item(s) or service(s)

·       receipts for supplies or services donated by an individual or organization with a detailed description of the item(s) or services(s)

To document in-kind match contributions, recipients are reminded of the following:

·       Who is the source? – The recipient/subrecipient must demonstrate that the contribution is from an acceptable donor source. This is a requirement for auditing purposes.

·       What was donated? – The recipient/subrecipient is able to demonstrate that what good or service is being used to fulfill match/cost-sharing requirements is eligible as match.

·       How was the value determined? – The donor should generally determine the value of goods and services and it should be based on standard objective sources (fair market value and not estimates).

·       Who verified the information? – Who at the recipient’s/subrecipient’s organization(s) certified that the information is correct? Is there a responsible party is prepared to sign that the information is true and correct?

As a general reminder, cash and in-kind match contributions must be for eligible costs in the CoC Program, but not necessarily for an approved cost/activity in a recipient’s budget. That is, it does not have to be tied to a specific Budget Line Item funded under the grant.  Also remember that while time frames may overlap, it must be within the grant term of the specific project.