COVID-19: Documenting for State & Federal Funding Caitlin Barton by Caitlin Barton Caitlin Barton Product Manager Read time: 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.” 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.” 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. 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. 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.” 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. 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 Product Manager Share this story: Want tips, tricks, and feature updates delivered to your inbox once a month? Sign up here!