Summary of Documentation

With each RFR, the subgrantee must submit documentation to support program expenditures by cost categories 300 - 700. The TxDOT Traffic Safety Division - Behavioral Traffic Safety Section (TRF-BTS) recommends that source documentation (i.e., receipts, invoices) be attached to the individual RFR pages for all budget cost categories whenever practical. However, there are two budget categories, that due to the nature of the claimed expenditures, preclude the necessity of providing source documentation.
For Salaries and Fringe Benefits (100, 200), the source documentation need not accompany the request for payment unless there is a demonstrated need for the requirement. A summary or recap of salaries and fringe benefits costs by budget line item (called an “outlay detail”) is sufficient for the RFR. These costs may be listed on the appropriate Outlay Detail form (see below). The listing must show invoice number and amounts, time worked, etc. Each item must be clearly identified and all extensions and totals verified as correct.
There are Outlay Detail forms available in the “General Tool Box” section on the
eGrants Help Page
for two of the cost outlay categories (Salaries and Fringe Benefits and Travel) shown in the following table.
Outlay Detail Form
Cost Outlay Category
Personnel and Fringe Benefits
Travel
Program Income Received
(See Section 6)
Program Income Distributed
(See Section 6)
The information shown on the outlay detail forms should be detailed enough so that a project manager performing a monitoring visit can select and review designated documents to verify that subgrantee source documentation exists to support all claims.
A project manager may, at any time, request that all source documents, including time sheets, invoices, and other records of costs incurred, be submitted with the RFR.
Salaries and Fringe Benefits (100, 200)
To substantiate the expenditures listed on the RFR Salaries and Fringe Benefits budget page, a subgrantee must attach to the RFR
one
of the documents shown below:
  1. A summary or list of documentation to support program salary and fringe expenditures on the
    Salaries and Fringe Benefits Outlay Detail Sheet
    (100, 200), found under “Outlay Sheets” on the eGrants Help Page, or
  2. A Financial Statement from the subgrantee’s organization that shows all employee’s salaries and fringe benefits paid for the reporting period.
The Salaries and Fringe Benefits Outlay Detail Sheet or the Financial Statement should include:
  • Dates incurred.
  • Employee name.
  • Time worked.
  • Salary rate.
  • Wages or salary paid.
  • Fringe benefits paid.
  • Date paid.
  • Document type/number.
Each item must be clearly identified and all extensions and totals verified as correct.
For more information on entering “Salaries and Fringe Benefits” expenditures into an RFR, see the following pages in the eGrants help system: