COVID-19: Documenting for State & Federal Funding COVID-19: Documenting for State & Federal Funding

COVID-19: Documenting for State & Federal Funding

by Caitlin Barton
Caitlin Barton Caitlin Barton Product Manager
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No one saw this coming. It’s not something we prepared for. Coronavirus has all but taken over our world, closing schools, suspending sports seasons, and making “social distancing” a social norm. But in the midst of this uncertainty, we can certainly do our best to prepare for what’s to come in the weeks and months ahead.

There have been significant discussions that schools may benefit from federal and/or state emergency funds if they can produce evidence of expenses incurred as a result of COVID-19. Tracking these expenses is not mandatory, and it may be up to each state to determine how districts need to track and report them. But should this funding be offered, districts with clearly documented expenses will have a simpler time applying for and receiving assistance.

So how can you document these expenses?
 

Qmlativ

Projects provide an easy way to isolate and track these expenses. Start by creating a project and giving it a code such as “COVID-19.”

covid documentation1


Then start tying actions to this project. For instance, on the Invoice Details screen, all accounts payable invoices related to the shutdown should be coded to the project “COVID-19.”

covid documentation2


All timesheets related to the shutdown (for instance, staff called in to work) should be coded to the “COVID-19” project on the Pay Transaction Details screen. Note: You can add codes to transactions at any time, even if they are in History status.
 
covid documentation3

 

SMS

You can use Projects/Grants to isolate and track COVID-related expenses. Start by creating a project and giving it a code such as “COVID19.” Note: Codes are required on a transaction prior to an Accounting Update being done.

covid documentation4
 

Then start tying actions to this project. For instance, on the Invoice Information screen, all accounts payable invoices related to the shutdown should be coded to the project “COVID19.”

covid documentation5


All Pay Records related to the shutdown (for instance, staff called in to work) should be coded to the “COVID19” project on the Pay Record Maintenance screen.
 
covid documentation6
 

 
 
By tying all appropriate expenses to a project, it will be easy to isolate them when you need to provide documentation in the future.

Though we can’t predict what the future will hold, we can do our best to prepare for it today. We’re all in this together.


 

Caitlin Barton Caitlin Barton Product Manager
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